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MARKETING & ADMINISTRATION COORDINATOR

Arts on Tour is seeking a motivated and passionate Marketing & Administration Coordinator to join our small office in Redfern and support our general operations and touring program. This part-time role (3 days/week) is highly varied and is integral to everything we do.

THE ORGANISATION

Our vision is for every community to have a creative pulse, made stronger by the arts experiences we bring.

AOT is a small organisation with a big reach. As the largest touring service organisation in Australia and the peak body for touring in NSW, we play a pivotal role in the touring sector and the performing arts sector more broadly. Every year we work with a network of around 100 regional presenters across Australia and engage with over 100 artists, companies and producers to develop and deliver an extensive touring program that reaches over 100,000 regional audiences, as well as a sector development program that builds the capacity and diversity of the touring sector.

Our overarching purpose is to bring culturally distinctive and resonant arts experiences to metropolitan and regional towns across the country, and maximise the lasting impact of this activity for communities and audiences, artists and the sector.

Funded by Create NSW, we are widely recognised as leading on best practice in touring. Our core service is working collaboratively with NSW-based producing companies and presenting venues nationally to develop and deliver tours of a range of productions across all genres. Our program also includes events and initiatives that build touring capacity across the sector, broaden the reach of professional work to more remote communities, and maximise the impact of touring productions in the communities we work with.

We work with companies large and small, including Sydney Dance Company, Belvoir Theatre and Monkey Baa Theatre Company. You will be joining a busy team of passionate people who are driven by the impact of the work we do on individuals and communities across Australia.

THE ROLE

This is a part-time role with potential for growth within the organisation. If you love to create order, have an eye for detail and like to be the one that makes a team run smoothly, then this is the job for you.

This role is integral to all aspects of Arts on Tour’s program. Reporting jointly to the Executive Director and the Touring Services Manager, you will be responsible for a range of tasks across our touring program and general operations. The ideal candidate will have excellent written and interpersonal communication skills, be self-motivated and self-organised, and tech savvy.

Arts on Tour is renowned for the excellence of the services it offers and you will be comfortable working within AOT’s best practice systems whilst also looking for ways to make them better.

As a team, we place great value on providing the best support possible to artists, producers and presenters across the sector, and we are renowned for leading on touring best practice.

AOT values providing a safe and enjoyable work environment for the team and the companies we take on the road – we take mental health seriously and practice a healthy work/life balance. We also value professional development and support team members to achieve their learning goals.

KEY RESPONSIBILITIES

General Marketing:

  • Manage updates to the AOT website
  • Manage AOT’s communications using the direct mail program Mailchimp
  • Support the team to maintain brand consistency across internal documents and ensure external communications are on brand – be AOT’s brand guardian
  • Develop mini marketing campaigns for sector-building activities such as AOT’s Salon events, Touring Workshop, Mental Health First Aid courses and other events
  • Manage relationships with key contractors including our IT provider, website developer and telephone provider
  • Manage AOT’s Filemaker database and undertake data extractions and analysis (with training and guidance) to report on the impact of Arts on Tour’s activities
  • Provide executive assistance support to the Executive Director around Board administration and Board meeting coordination, and sector meetings
  • Manage office equipment, cleaning, office supplies and low-level office maintenance
  • Maintain AOT’s Policy and Procedural documents
  • Lead on the induction of new employees and Board Members including IT set up
  • Contribute to operational funding applications and acquittals

Tour Marketing:

  • Build website pages for tours in development, working with touring companies to collate marketing information
  • Develop marketing kits with touring companies, using AOT’s template, and distribute these kits to the tour presenters
  • Work with the Touring Services Manager to schedule engagement activities such as workshops and masterclasses into tour itineraries
  • Manage the approval process of marketing materials including season brochures and campaign materials
  • Manage the process of confirming performance times with touring presenters
  • Coordinate publicity requests from presenting venues with the touring company
  • Maintain marketing systems such as dropbox links for assets, approvals tracking sheets, marketing kit updates

General Administration:

  • Manage relationships with key contractors including our IT provider, website developer and telephone provider
  • Manage AOT’s Filemaker database and undertake data extractions and analysis (with training and guidance) to report on the impact of Arts on Tour’s activities
  • Provide executive assistance support to the Executive Director around Board administration and Board meeting coordination, and sector meetings
  • Manage office equipment, cleaning, office supplies and low-level office maintenance
  • Maintain AOT’s Policy and Procedural documents
  • Lead on the induction of new employees and Board Members including IT set up Contribute to operational funding applications and acquittals

Tour Administration:

  • Support the Touring Services Manager with contract administration, including duplicating head agreements for each presenting venue on a tour, distribution and filing
  • Process invoices from our travel booker and undertake general invoice administration
  • Support the Touring Services Manager with tour financial reconciliations


SKILLS & EXPERTISE PROFILE

Essential:

  • Passion for the performing arts
  • 3+ years experience working in an administration and/or marketing role
  • 3+ years experience in the performing arts sector or entertainment industry
  • Strong verbal and written communication
  • Ability to prioritise with limited direction
  • Good problem-solving skills
  • Extremely organised
  • Meticulous attention to detail
  • Able to multi-task and manage competing deadlines 
  • Computer proficiency – MS Office, Excel, Word, PowerPoint and Outlook
  • Comfortable in a high-performance culture
  • Passion for touring and the social impact of arts experiences
  • Relevant Diploma or Bachelor Degree, such as Business, Arts Management, Performing Arts
  • Sound knowledge of Photoshop, website CMS systems, Eventbrite and Mailchimp
  • Proficiency with key social media platforms
  • Interest in database management and data analysis

Desirable:

  • Passion for touring and the social impact of arts experiences
  • Relevant Diploma or Bachelor Degree, such as Business, Arts Management, Performing Arts
  • Sound knowledge of Photoshop, website CMS systems, Eventbrite and Mailchimp
  • Proficiency with key social media platforms
  • Interest in database management and data analysis 

If you can’t tick off this whole list but you think you’re the right person for this role, we encourage you to get in contact and have a chat about your experience.

DETAILS OF EMPLOYMENT

  • Start date: ASAP
  • Part-time, 3 days/week, 12 month fixed term contract*
  • Salary range $60,000 - $66,000 plus 9.5% super
  • Reports to the Executive Director and Touring Services Manager
  • Place of work: Arts on Tour office in Redfern

*This is an ongoing role. Employment is offered on a contract basis due to government funding cycles.

APPLICATION PROCESS

If you feel you are the right person for this rewarding role, please forward your application by 9am on Monday 18 January 2021 to Antonia Seymour on antonia@artsontour.com.au

Applications should consist of a:

  • A covering letter that addresses the key responsibilities, skills and expertise required (max 2 pages)
  • Resume (including references) 

If you would like to discuss the role before expressing your interest, please don’t hesitate to call Antonia Seymour on 02 8038 1885/0423 975 419.