Philanthropy Services Coordinator (NSW)

Summary
The Philanthropy Services Coordinator (NSW) is responsible for executing the core administrative and service functions within the Philanthropy business, with a focus on Northern Chapter (NSW, ACT and QLD) activity. Key areas of responsibility include administration, event coordination and fundraising support.
The role also provides the administrative support for The Australian Ballet's Ballet Ambassador Program nationally.
This position is based in Sydney and some out of hours work may be required around performances and events.
Our Company
The Australian Ballet is one of the world's leading national ballet companies and a globally recognised Australian major performing arts organisation. Each year the company presents upwards of 220 performances through its main stage seasons in Melbourne, Sydney, Brisbane and Adelaide: along with public programs, special events, an extensive regional tour, a Children's Ballet and Education programs and regular overseas tours.
Orchestra Victoria (OV) provides pit services for ballet and opera in Victoria and is a wholly owned subsidiary of The Australian Ballet. The Australian Ballet and Orchestra Victoria have an annual turnover of more than $70 million and employ over 265 staff.
Our Values
Ambition: We perform at our best: challenging ourselves and each other, thinking beyond conventional practice and striving to achieve excellence in everything we do.
Boldness: We act innovatively and embrace change with confidence and courage.
Inclusivity: We are deeply committed to cultivating and sustaining an organisation that is equitable, fair and inclusive. We embrace diversity both on and off stage and strive to be a company where all communities feel a sense of belonging.
Respect: We treat all people with dignity and create trusted and enduring relationships with customers, colleagues and communities.
Responsibility: We seek out new and better ways of doing things, act accountably and understand the importance of balancing artistic risk with strategic and commercial outcomes. We strive for environmental sustainability and are conscious of how we use our resources.
Duties and Responsibilities
Administration

• Provide administrative and systems support to the Philanthropy Team to help achieve fundraising goals
• Maintain accurate and detailed information for all Philanthropy contacts in the Tessitura CRM database, including contact details, contact permissions and relationships
• Support the Philanthropy Services Coordinator (VIC) during peak periods with processing of donations and event payments
• Act as a first point of contact for Patrons and Bequestors via the department's inbound contact channels
• Coordinate the administrative requirements of the Philanthropy Team in the Sydney office including postage, stationery and collateral requirements, stocktake and reconciliation of supplies
• Oversee dress rehearsal ticketing and fulfilment for Philanthropy
• File and archive Philanthropy documents using the P-Drive and M-Files system in accordance with PCI standards
• Perform additional duties as required by the Head of Philanthropy and Philanthropy Manager–NSW, ACT & QLD

Event Coordination (NSW, ACT and QLD)

• Coordinate the annual timeline and project plan for Annual Giving and Planned Giving events in the Northern Chapter
• Create and distribute event invitations in accordance with timelines
• Execute all aspects of patron events in line with brief and budget and attend to support as required
• Act as the key point of contact with philanthropy managers, venues and suppliers to ensure patron events are delivered to the highest standard
• Ensure Board, Foundation Board, Executive and Philanthropy VIPs are invited to and briefed on Philanthropy events as appropriate
• Receive all RSVPs and maintain guest lists for patron events

Ballet Ambassador Program

• Coordinate logistics for and attend Ballet Ambassador Board Meetings, including minute-taking and follow-up
• Coordinate Ballet Ambassador monthly gift reminders and correspondence as required
• Assist with the planning and delivery of the annual calendar of Ballet Ambassador activity,including season events and special events
• Coordinate reporting and database administration relating to the Ballet Ambassador program
• Fulfil Ballet Ambassador program ticketing requirements, including Season Packages
• Act as a point of contact and provide exceptional service to the Ballet Ambassador Board
• Carry out other duties as requested by the Ballet Ambassador Program Specialist and Head of Philanthropy to support the Ballet Ambassador Program

Fundraising support

• Coordinate the administration of PAFs (Private Ancillary Funds), including timelines,applications and acquittals
• Support the Northern Chapter fundraisers with reporting, research and materials to support their activities and relationships
• Conduct research and create profiles on current and prospective patrons for internal stakeholders
• Create and maintain Plans and Portfolios in Tessitura to support the Philanthropy Managers and Patrons Managers with moves management

Knowledge, skills and abilities

• Administrative and event management experience
• Experience and knowledge of philanthropy
• Strong interpersonal and communication skills
• Ability to build strong relationships with internal and external stakeholders
• Ability to use discretion and ensure confidentiality as required
• Strong computer skills – MS Office Suits, internet, graphics
• Proven planning, organisation and time management skills
• Strong ability to prioritise and meet deadlines
• Knowledge of the arts industry and interest in dance is desirable
• Strong attention to detail and accuracy
• Tessitura experience desirable

Diversity and Inclusion
At The Australian Ballet, diversity and inclusion are integral to our mission to create an extraordinarily vibrant and successful company, and to present performances that represent Australian culture at its best. We believe that our workforce should reflect the rich diversity of the Australian community.
We embrace difference and diversity of identity, experience and thought, and we actively strive to create an inclusive workplace. By promoting these values, we aim to create a positive work experience that encourages a sense of belonging.