Production Administrator

About us  

Queensland's premier arts festival, Brisbane Festival heralds the promise of play and celebration as it lights up the city each September in a blaze of colour. 

We create extraordinary art, taking up residence throughout the river city, atop iconic landmarks and deep into the suburbs. We host captivating live performances and installations from home and across the world. Our Festival reflects the diverse communities that give Brisbane its unique voice. We invite audiences to Be Bold with us, to expect art unexpected with open hearts and minds; to be entertained, inspired and amazed. 

Brisbane Festival acknowledges this country’s First Nations people and with their leadership and guidance, we celebrate that deep cultural legacy. We create a rich multi-arts program made by and with our local Aboriginal and Torres Strait Islander communities. 

Our artists, people and partners are ambitious and agile dreamers who make the impossible possible through passion, hard work and care. 

The Position 

Working with the Production Coordinator, this is a key role that sits across the Technical and Programming departments providing strong administrative support. 

Roles and Responsibilities  

Provide high standards of administration to support Programming and Technical department staff and ensure smooth department communication. 

• Support the Production Coordinator to oversee the smooth running and operations of the Programming and Technical departments and the support of the departments' staff 
• Develop and maintain a high degree of competency in operating and administering production systems including Brisbane Festival database software, Airtable, and Office 365 programs and tools 
• Work with the Production Coordinator to provide support to Programming and Technical staff in operating production systems 
• Work with the Production Coordinator to set and manage delegated tasks to project staff in a timely and supportive manner 
• Maintain up-to-date filing of all company correspondence 
• Facilitate and minute relevant Programming and Technical department meetings as required 
• Provide administrative support to the Head of Programming and Technical Director where required including organization of diary, maintenance of correspondence, booking travel, accommodation, and travel expenses
• Provide support to the programming and technical interns and secondments

Support the Program and Technical teams in the coordination of key processes in the planning and delivery of the annual Brisbane Festival program, by assisting the Production Coordinator to:

• Update the Production Timeline, and clearly communicating key deadlines to the Programming and Technical teams 
• Liaise with Producers and coordinate OneMusic licensing requirements 
• Support the Technical Director to complete, collate, and submit Event Management Plans and permits to key stakeholders 
• Coordinate with the Logistics Coordinator and delegated staff to ensure timely delivery of logistical requirements (including accreditation, radios, I-shirts, water, consumables, first aid kits, and artist acknowledgments), with accurate budget maintenance 
• Manage and delegate Data Collection responsibilities to accurately reflect Key Performance Indicators, in consultation with the Finance Director 
• Work with the Head of Programming and Technical Director to confirm reporting requirements, for production, performance, and site reports, and provide supportive and timely instructions to the Programming and Technical teams. 
• Work collaboratively with the Marketing and Development teams to collate programming information and liaise with Producers and Technical Managers 
• Manage the maintenance of Programming and Technical department filing systems and contracts and insurance registers 
• Provide support to Producers and Technical Managers in managing budgets in Excel budget templates and in the processing of purchases in Xero, MYOB, Approval Max and the correct filing of supplier quotes, purchase orders, and invoices 
   

Relevant Experience 

Essential 

1. A team player who is passionate about arts and events, and good systems and processes 
2. 2+ years experience in arts administration and a familiarity with event operations and logistical requirements  
3. Experience using database or project management software to manage complex processes with a demonstrated ability to learn new IT skills quickly
4. Excellent interpersonal, written and verbal skills with demonstrated ability to develop and manage strong relationships  
5. High attention to detail and time management skills to determine priorities and meeting deadlines  

Desirable 

1. Experience developing systems and processes in Airtable 
2. Experience in a Festival environment  
3. Queensland Drivers Licence 
    

Apply Now 

Visit brisbanefestival.com.au/jobs to download the Position Description and submit your application. Applications close at 5PM Friday 17 May. Applications are strictly confidential. 

Research shows that while men apply to jobs when they meet an average of 60% of the criteria, women and other marginalised folks tend to only apply when they check every box. So, if you think you have what it takes, but don't necessarily meet every single point above, please still get in touch. We would love to have a chat and see if you could be a great fit. 

Brisbane Festival is an equal opportunity employer committed to diversity in the workplace. Our vision is to have a team which reflects the breadth and diversity of Brisbane’s population. Aboriginal and Torres Strait Islander People, LGBTQIA+, culturally and linguistically diverse applicants and people with a disability are encouraged to apply.