Junction Arts Festival

Admin Assistant Internship

Role Description

Under the supervision of the Admin Manager, this hands-on position will be responsible for assisting across multiple program areas including event coordination, development, communications and administration. 

The Admin Intern will primarily provide a level of support to the organisation between May to September. This includes providing support to the Production Manager: Ryan Limb, Executive Producer: Frith Mabin, Jess Robinson: Marketing Manager, Mary Shannon: Admin Manager and other staff from the organisation. 

 

Tasks will vary from assisting the Admin Manager in administration, working with the Executive Producer to assist with program-related tasks, distribution of programs and marketing collateral, working in FOH (Front of House), box office and volunteer coordination.

 

Responsibilities may include but are not limited to:

  • Assisting with Administration duties

  • Providing support to the Executive Producer through program-related tasks

  • Providing support in various communication tasks

  • Assisting in FOH, volunteer management and coordination 

  • Support with the delivery of key projects, tasks and events 

 

Program

  • Support Program Coordinator and Producer in program related tasks eg. sourcing materials, booking artists travel, creation of artist itineraries.

 

Ticketing

  • Assist Marketing & Program departments build online ticketing information onto Junction website

  • Collate ticket sales data 

  • Manage ticketing enquiries 

  • Managing VIP’s RSVP’s for Junction’s associated events (launch & opening night)

  • Send artists daily ticket reports during the Festival

 

Operations

  • Tasks as determined by the Admin Manager

  • Assisting with launch of Festival and launch party 

 

Volunteers

  • Updating volunteer manual

  • Create volunteer packs

  • Call out (collateral & distribution)

  • Collate information (personal info/ availability/ preferences/ relevant certs)

  • Briefing

  • Scheduling

  • Assist in coordinating volunteer ‘Thank you’ event

 

General

  • Work collaboratively with all members of the Junction Arts team and ensure open and clear communication is maintained across the organisation

  • Attend Junction Arts events and functions, as required

  • Represent the Junction organisation appropriately and professionally

  • Undertake necessary duties required from management

  • All duties must be carried out with due regard to confidentiality

  • Work collaboratively with all members of the Junction Arts team and ensure open and clear communication is maintained across the organisation.

  • Contribute to and participate in department staff meetings.

  • Maintain all programming records, maintain adequate and appropriate filing and archiving systems and contact databases with respect to all artists, agencies, venues, contacts, and suppliers

  • Attend Junction Arts events and functions, as required

  • Undertake any other programming-related tasks as reasonably requested by the Programs

Key Milestones 

July:

  • Assist the Admin Manager in the organising of online ticketing build and testing

  • Familiarise yourself with processes and procedures around ticketing management and customer service

  • Assist with reach out, rostering of volunteers

  • Update all volunteer PD’s and distribute

  • Assist with festival launch and events 

  • Other general office duties as required

August:

  • Assist in collating all artist materials, riders etc. for the event

  • Maintain Volunteer communications + ensure rosters are sent and confirmed

  • Coordinate volunteer briefing event

  • Collate and send out all artist itineraries

September:

  • Assist Admin Manager with coordination of festival operations where applicable

  • Provide assistance in various roles across the festival as required

 

Measure of Success

  • Overall performance in meeting objectives and timelines

  • Artist and participant satisfaction with program’s administration

  • Effectiveness in coordinating relevant staff and working as part of the Junction team.

 

Selection Criteria

Essential:

  • Passion for community, creativity and events 

  • Interest in events industry; desire to develop skill set across range of departments

  • Strong communication skills

  • Excellent work ethic

  • Proficiency across Google programs, ability to use Apple 

Desirable:

  • Previous experience within an arts festival environment

  • Knowledge of Launceston’s, Tasmania’s and Australia’s artistic communities

  • Knowledge of Launceston and its surrounding communities

The hours for this position are flexible. For more information, please contact jobs@junctionartsfestival.com.au

Ideally weekly contact, one 5 hour day per week, increasing as necessary in the lead up to the Festival, and increased again during the week of the Festival.


Application Closing date: 19th May 2021

Successful applicants notified: W/C 24th May 2021


Desirable start date: W/C 7th June 2021

Finish date: W/C 6th September 2021

 

Listed
Employer
Junction Arts Festival (opens in new window)
Opportunity Type
Volunteer
Category
Arts Admin & Finance
Location

Regional Tasmania Launceston

Closing Date

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Junction Arts Festival
Admin Assistant Internship
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