Fair Assistant

As Fair Assistant, you will play a central role in supporting the planning, coordination, and delivery of Goldsmiths’ Fair and other events led by the Fair team, including lectures, pop-ups, and external exhibitions. The role focuses on effective administration, data management, scheduling, and cross-departmental coordination to ensure smooth operations before, during, and after each event.

We are looking for a highly organised, proactive, and adaptable individual who can maintain effective systems, coordinate logistics, and support the team in delivering a high-quality, well-managed Fair. The postholder will also provide front-of-house support when required.

Key Responsibilities

Event and Fair Administration

• Provide comprehensive administrative support to the Head of Fair and the wider Fair team, enabling the effective coordination of day-to-day activity throughout the planning and delivery of Goldsmiths’ Fair and related events.
• Maintain effective communication with internal departments—including Facilities, Catering, Security, Marketing, and Finance—and with external stakeholders such as exhibitors, suppliers, and event partners.
• Support the delivery of VIP receptions, private views, and the public programme by coordinating schedules, liaising with suppliers, preparing materials, and maintaining accurate guest and exhibitor lists.
• Assist with event production and logistics, including venue arrangements, bookings, list management, and operational planning.
• Maintain accurate visitor, exhibitor, and supplier records, ensuring information is current and handled in accordance with data protection requirements.
• Monitor Fair inboxes and respond to general enquiries, providing professional front-line support and referring queries to the appropriate colleague.
• Support team organisation by taking meeting minutes, maintaining action trackers, and helping colleagues remain on schedule.
• Provide on-site administrative and front-of-house support during the Fair, helping to coordinate daily logistics and ensure the team is fully prepared.
• Manage financial administration, including raising purchase orders, processing invoices, monitoring payments, and liaising with the Finance team.
• Coordinate the receipt, cataloguing, safe handling, and dispatch of objects for applications, photoshoots, exhibitions, and selling events within the Goldsmiths’ Fair calendar.
• Update and maintain Fair website content, including exhibitor listings and schedule information.
• Create invitation and ticket links using ArtSVP, and manage their distribution and tracking.
• Assist with the preparation, including image sourcing and copy writing of e-newsletters and email invitations for Fair-related activities.