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Programme Administrator

Auckland Arts Festival

Job details

Auckland Festival Trust
10 Jun 2019
Work type
Work classification
Management & Admin, Performing Arts, Visual Arts





Position:                    Programme Administrator

Reporting to:            Head of Programming




The Programme Administrator shall be responsible for supporting the management and
administration of the Festival Programme for the Auckland Arts Festival 2020
and the Auckland Festival Trust.


Required skills and experience

Event management or Arts Administration experience

Proven administration skills

Proven experience drafting contracts

Computer skills (Word, Excel, Outlook)

Knowledge of contemporary performing arts an advantage

Excellent communication skills, written and verbal

Ability to work in a Team environment and under

A full NZ driver’s licence


Key Relationships

Head of Programming

Artistic Director

Chief Executive

Business & Finance Manager

Programme Team Members

Technical Manager

Artist & Logistics Manager

Marketing & Communications Director

Festival Staff

Festival Venues




Programming Tasks


  1. Assist the Head of Programming and Artistic Director
    with preparing and circulating correspondence. This includes contracts, letters
    of offer and emails. 


  1. Research
    programme information and collect and collate information from Festival
    Artists and companies as required.


  1. Maintain
    a comprehensive, accessible and efficient system for managing documents,
    technical riders, company information, freight, schedules and contracts.


  1. Attend
    programme meetings, take minutes and note action points, and distribute to
    the appropriate staff.


  1. Be a DATAFEST
    (scheduling software programme) Administrator, enter and maintain data in
    DATAFEST, and liaise with other relevant Festival staff to maintain
    DATAFEST. (Training will be provided).


  1. Assist
    the Head of Programming with maintaining a critical path document, and
    liaising with Programming Team to ensure this document is current. 


  1. Assist
    the Head of Programming and Technical Manager with researching and
    providing relevant artist and company information to artist liaison staff,
    marketing and sponsorship staff, and administration staff as
    required.  This includes:


    • Gathering
      information and assisting the processing and issuing of work permits and
    • Passport
    • Travel
      and accommodation, and Ground Transport
    • Freight
    • Compiling
      company information for the purposes of tax exemption and insurance
    • Circulating
      marketing requirement forms to companies and artists


  1. Coordinate
    information between programming and other festival departments including,
    but not limited to, marketing and sponsorship, administration and accounts
    as required.


  1. Coordinate
    any aspects of the programming and operations department as required.


  1. Provide
    logistical support to the Head of Programming, including creating and
    maintaining schedules and setting up meetings where required.


  1. Coordinate
    and lead specific festival initiatives or projects where required.  



Source quotes, and generate and revise Purchase
Orders on MYOB as required.


13.  Work
with the Head of Programming to ensure the accounts
team have a full schedule of payments for all artists, including fees, per
diems and allowances (where applicable).   


14.  Work with
the Head of Programming to manage the
royalties and music rights associated with any and all Festival productions and
presentations, including music for dance and theatre as well as fine and
contemporary music.


15.  Work with the Accounts Team to provide additional information and resolve
queries as required.



16.  Attend meetings as and when required.


17.  Provide a post-Festival report relating to this position including
recommendations for the future.


18.  Assist with reports to funding agencies.




19.  Other duties as required.


20.  Comply with the Festival’s Health and Safety Policy.



How to apply

Applications with a cover letter and CV should be emailed to hr@aaf.co.nz by 5pm Monday 10 June 2019. 

Written by

Auckland Arts Festival

27 May 2019