Tāwhiri is the creative force behind festivals and experiences in Wellington including:
Wellington Jazz Festival
An annual jazz festival, 5 – 9 June 2019 & June 2020
An interactive theatre experience, 12 – 30 June 2019 & June 2020
New Zealand Festival
A biennial multi-arts festival, 21 Feb - 15 Mar 2020
Lexus Song Quest
A biennial emerging opera singing competition, May - August 2020
This is a fixed-term, full-time, contract position from May (start date to be agreed) 2019 to 31 July 2020.
OUR VALUES: Te Kaupapa o Tāwhiri
Manākitanga: uplifting the mana of all people through care, nurture and respectful relationships.
Pūkengatanga: the pursuit of excellence in all our endeavours.
Whanaungatanga: weaving together a team to create strength, trust and flexibility.
Kotahitanga: standing together with shared purpose and values.
PURPOSE OF THE POSITION
This is an exciting opportunity to work on the Wellington Jazz Festival, Second Unit, Lexus Song Quest and New Zealand Festival in a shared role across our busy technical and programming departments. You will support the Head of Technical & Production and the Head of Programming to successfully administer these events including: accounting system entry, data entry and scheduling, recruitment, contract administration, APRA licensing, event logistics, technical staff travel & accommodation bookings, liaison with Festival venues and suppliers and contribution to OH&S processes.
We are looking for someone with a minimum of three years technical, commercial events, venue or arts administration experience. The ideal candidate will have strong existing administration skills, is cool under pressure, and is up for the challenges and rewards of working in a multi-event context.
The key capabilities of the role are:
Administration & Finance
Strong attention to detail and excellent written and oral communication is essential as well as proficiency in the MS Office suite of programmes, in particular Excel. The ability to quickly learn new software systems is a must. We use DataFest event management software - if this is unfamiliar to you, we will provide training. Experience in administering projects, contracts and overseeing budgets is ideal.
Logistics & Planning
Logistics and planning are core functions of the role. You are required to coordinate and communicate a large amount of information across multiple projects and stakeholders including staff, suppliers, venues and artists. Problem solving skills are essential. Relevant experience in event production roles is ideal.
Teamwork & Collaboration
Contribute to the Tāwhiri team by working closely, constructively, creatively and confidently as a member of two key teams in the business: programming and technical. Be an active and effective communicator.
You are flexible, pragmatic and can relate to a wide range of people and personalities. You are able to maintain positive professional relationships with external and internal stakeholders while representing the Tāwhiri in the best possible manner. You will demonstrate a working knowledge of the various worlds of performing arts/events management.
Working on our festivals and events can be a high-pressure. Being able to remain level-headed and juggle competing priorities in this deadline-driven role is important. During the event periods (and particularly during the New Zealand Festival period) work hours will vary day-to-day and flexibility is essential in order to be available to work the days and hours required.
The role is an equally shared role between the programming and production departments. It is expected that the Operations Coordinator will work on all our key events as directed by the Head of Technical & Production and the Head of Programming. The Heads of Department and their teams have a commitment to working effectively and collaboratively.
Shared Administration Support
Enter relevant data into DataFest system and be the DataFest subject matter expert in the Technical & Production department. Training will be provided.
Draft and manage the supporting documentation and processes for staff, contractor or event agreements as directed by the Head of Programming or Head of Technical & Production. The Festival will provide a contract template and training.
Enter Purchase Orders for the Programming and Technical & Production departments into the accounting system.
Manage per diem, petty cash issuing and reimbursements in consultation with the Head of Business Services.
Liaise with event venues, visiting companies, suppliers and Tāwhiri staff where required.
Organise and attend regular programming and production meetings as required including taking minutes, and circulating minutes in a timely manner, and for managing action points.
Other duties as may be reasonably required from time to time.
Production Department Administration & Staffing Support
- Induct and prepare resources for new technical staff including set up of work area, overview of office and resources, information relating to suppliers, purchase order systems and other relevant systems.
- Assist the Head of Technical & Production on the recruitment, employment documentation and processes for technical staffing.
- Manage an Administrative Assistant during the New Zealand Festival period.
- Work with the Logistics Manager to source and manage technical staff accommodation.
- Maintain a comprehensive, accessible and efficient system for managing the department’s essential documentation including technical riders, company information, freight, schedules and contracts.
- Manage the Production department motor vehicle pool, petrol account, parking permits and vehicle schedule.
- Assist with the efficient administration of all health and safety policies and initiatives.
Programming Administration Support
- Assist with entry of relevant information into DataFest system.
- Draft contracts as requested by the Head of Programming.
- Compile the information and manage the licenses for all APRA and music licensing requirements.
- Coordinate one-off events such as artist welcomes as required.
- Compile opening night or event guest lists.
- Assist with the management of complimentary ticket allocations.
- At the completion of the role, compile a comprehensive report, including recommendations for the future.
The Operations Coordinator will also be required to:
- Keep up-to-date and informed about the overall artistic and technical content of Tāwhiri events.
- Attend regular team and staff meetings as required.
- Intermediate level understanding of technical, production and/or arts administration processes
- Knowledge of the performing arts and/or event industry in New Zealand.
- Strong written and oral communication skills
- Excellent administrative and organisational skills
- Keen attention to detail and accuracy
- Strong record keeping skills
- Excellent time management and forward planning skills
- Ability to carry out responsibilities independently
- Demonstrated ability to successfully work as part of a cohesive team
- Strong office software skills including Word, Excel, Outlook (or equivalent). Experience in DataFest, accounting systems and/or Office 365 is a plus.
- Full New Zealand driver’s license and confidence driving both cars and vans.
- The Operations Coordinator is part of the Programming and Technical & Production Departments and reports directly to the Head of Technical & Production.
- If, at any time, the Head of Technical & Production is not available then the Operations Coordinator shall be directly responsible to the Head of Programming.
HOW TO APPLY
To apply, please provide a CV outlining your relevant experience as well as a one-page cover letter which clearly articulates how your skills and experience meet the key capabilities of the role. For any queries or to submit your application please email Suzy.firstname.lastname@example.org.
Applications close 5pm Wednesday 17 April.
Please note that due to the nature of our events and festivals, a flexible approach to working hours during event periods is essential.