AUCKLAND FESTIVAL TRUST
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
Head of Programming
Business & Finance Manager
Programme Team Members
Artist & Logistics Manager
Marketing & Communications Director
- Assist the Head of Programming and Artistic Director
with preparing and circulating correspondence. This includes contracts, letters
of offer and emails.
programme information and collect and collate information from Festival
Artists and companies as required.
a comprehensive, accessible and efficient system for managing documents,
technical riders, company information, freight, schedules and contracts.
programme meetings, take minutes and note action points, and distribute to
the appropriate staff.
- 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).
the Head of Programming with maintaining a critical path document, and
liaising with Programming Team to ensure this document is current.
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:
information and assisting the processing and issuing of work permits and
and accommodation, and Ground Transport
company information for the purposes of tax exemption and insurance
marketing requirement forms to companies and artists
information between programming and other festival departments including,
but not limited to, marketing and sponsorship, administration and accounts
any aspects of the programming and operations department as required.
logistical support to the Head of Programming, including creating and
maintaining schedules and setting up meetings where required.
and lead specific festival initiatives or projects where required.
Source quotes, and generate and revise Purchase
Orders on MYOB as required.
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
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.