Office Management (Administration & Office Support)The Vocal Collective (TVC) are looking for an admin superstar - could that be you?This part-time support role (8-10 hours per week) will combine your excellent administrative and technical skills with a passion for the arts; supporting one of the best contemporary choirs in New Zealand.The role has flexible work hours, but you will be expected to lead the grant/funding application process, attend the monthly exec meetings, and provide a range of support when TVC have a gig.If this sounds interesting, then we would love to hear from you. Please send through a brief cover letter and CV to Amanda Derry at ****** date: Sunday 22 December 2024.Position DescriptionChoir Coordinator (CC)Reports to: President of the Executive CommitteePosition Objective: To provide professional, high-quality administrative and support services to enable the smooth running and promotion of the choir and its operations.Functional RelationshipsInternally:Executive Committee (EC)Artistic Director (AD)Choir MembersExternally:ClientsSuppliersProfessional BodiesFunders/SponsorsKey Tasks and Specific AccountabilitiesOperations:Respond promptly to all enquiriesNegotiate appearance fees with prospective clientsKeep Choir Genius up to date with details of events and rehearsalsCompile and submit Fundraising Grant Applications as required by the EC and ensure that terms and conditions of grants are met and reported in a timely mannerCommunicate regularly with choir members (including attending rehearsals when required)Regularly report to and attend meetings with the EC, Management Team (AD and President) and assist with minute-taking if the Secretary is unavailableFollow-up actions promptly as outlined at meetingsCoordinate member auditions with EC, AD, and the Audition Team (including communicating with candidates right throughout the process)Technical Support:Maintain the TVC Google Drive and appropriate filing conventionsAssist in the maintenance and updating of the choir website and Facebook pageAssist in compiling marketing/promotional materials for prospective clients and mediaKeep files of all choir media and promotions, including concert brochures and postersMaintain the "Choir Friends" databaseMaintain the choir database (including audition results and marketing lists)Administrative Support:Supply financial information for the Treasurer, President and Secretary as requiredLiaise with sponsors and clients as appropriateProvide a pathway of clear communication between the choir, EC, AD, clients and sponsorsEnsure choir meets its NZCF membership obligationsBuild working relationships within the industryGeneral choir administration (including ordering music, arranging printing and photocopying)Events/Gigs:Event/gig management (including working with ticketing agents, negotiating/liaising with venues/technical providers)Supervise Front of House team during concerts, this may be delegated should the CC be a TVC performerDirect the Technical Team on the day of events/gigs, liaising with clients, AD and EC members to ensure optimum performance conditionsStage Management assistance as requiredPersonal Attributes:Excellent written and oral communication skillsHighly organisedAttention to detailA 'can do' attitudeGood problem-solvingDemonstrate initiativeFlexible work approachExperience:Writing grant applications for funding (required)Events management experience (preferred)Strong digital literacy and capabilityPrevious administration experienceExperience or interest in the arts sectorYour application will include the following questions:Which of the following statements best describes your right to work in New Zealand?Do you have experience in administration?To help fast track investigation, please include here any other relevant details that prompted you to report this job ad as fraudulent / misleading / discriminatory.
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