Guest Relations Coordinator

Job Description

Patrons and Guest Relations Coordinator

Reports to: VIP and Guest Relations Manager

Role Overview

The Patrons and Guest Relations Coordinator supports the VIP and Guest Relations Manager in developing and managing the Foundation’s patrons programme, guest relations programme and activities and corporate sponsorship programme.

The role focuses on building and maintaining relationships with patrons, supporters, sponsors, collectors and guests. The coordinator supports research, programme development, event organisation, communication, and administration to ensure strong engagement with Sharjah Art Foundation’s guests and supporters.

Key Responsibilities

Patrons Programme

• Support the development and implementation of the Sharjah Art Foundation patrons programme.

• Research and identify potential patrons, collectors, philanthropists and supporters locally, regionally and internationally.

• Maintain and regularly update a database of current and potential patrons.

• Prepare background research and briefing notes on potential patrons and supporters.

• Create and prepare patrons and VIP information packs, programme materials, and communication documents.

• Support the VIP and Guest Relations Manager with all aspects of patron engagement and contribution-related activities.

• Assist in organising patron activities such as exhibition previews, studio visits and private events.

• Track patron participation and help build long-term relationships with supporters.

VIP and Guest Relations Programme

• Support the planning and organisation of guest relations activities related to exhibitions, openings, talks and public programmes.

• Assist with preparing invitations, managing guest lists and tracking RSVPs.

• Work with the VIP and Guest Relations Manager to support and host VIPs at Sharjah Art Foundation events, including guest list management, seating arrangements and preparing and distributing VIP packs.

• Take responsibility for coordinating the VIP desk during SAF events and ensure appropriate staffing in collaboration with the Visitor Services team.

• Conduct research on VIP guests, artists, curators, collectors, and visiting delegations.

• Compile research materials and information for meetings, presentations and guest engagement.

• Assist in hosting VIP guests during exhibitions, events and Foundation programmes.

• Work with the Logistics and Hospitality Coordinators to support VIPs, patrons, and visiting groups travelling to SAF events. This includes preparing detailed lists of arrival times, accommodation arrangements and following up on transport and arrival logistics.

• Support research related to exhibitions, artworks, or cultural programmes when needed.

• Undertake outreach to regional and international museum groups and cultural institutions to invite them to special programmes and events at Sharjah Art Foundation.

• Maintain communication with institutional contacts and update them on relevant Foundation projects and initiatives.

• Support relationship-building with museum groups, cultural organisations, and art institutions.

• Contribute new content and update existing content on the Sharjah Art Foundation website related to VIPs, patrons, and guest relations activities.

• Maintain and update guest databases and contact lists.

• Prepare simple reports on guest attendance and engagement when required.

Corporate Sponsorship Programme

• Support the VIP and Guest Relations Manager in developing and coordinating the Foundation’s corporate sponsorship programme.

• Research potential corporate sponsors and partners that align with the Foundation’s programmes and activities.

• Assist in preparing sponsorship proposals, presentations and partnership materials.

• Maintain records of corporate sponsors, partnerships and sponsorship agreements.

• Support communication and follow-up with corporate partners and sponsors.

• Assist in coordinating sponsor benefits such as invitations, event access, hospitality and branding opportunities.

• Track sponsorship activities and support reporting on sponsorship partnerships.

• Research and Database Management

Reporting and Administrative Support

• Work with different teams across the Foundation to help compile information for annual reports.

• Provide administrative and coordination support to the VIP and Guest Relations Manager.

• Maintain organised records, files, and documentation related to patrons, guests, and sponsors.

• Assist in scheduling meetings and preparing briefing materials when required.

Carry out any other duties that may reasonably be assigned by senior management at Sharjah Art Foundation.

Conditions of Work

The role is a full-time position based in Sharjah, with working hours from 9:00 AM to 5:00 PM, Monday to Thursday, and occasional evening or weekend work as needed.