Arts Administrator and Operations Coordinator

Placements24; Queenstown; On-site; NZD 45,000 - 60,000; Full time

Job summary

Placements24 in Queenstown seeks a highly organized Arts Administrator and Operations Coordinator to manage office operations, coordinate volunteers, support events, and assist with financial administration. The role offers exposure to a broad range of arts-management tasks in a dynamic nonprofit setting.

The successful candidate will have strong admin skills, experience with MS Office, and a genuine interest in arts and entertainment.

Qualifications

• Proven experience in an administrative or operations support role, preferably within the arts and non-profit sector.
• Exceptional organizational skills and meticulous attention to detail.
• Strong proficiency in Microsoft Office Suite and basic CRM/database familiarity.

Responsibilities

• Oversee general office administration, including managing correspondence, phone lines, and incoming/outgoing mail.
• Provide administrative support for events, including venue booking, logistics coordination, and ticket sales support.
• Assist in the recruitment, training, and scheduling of volunteers for events and programs.
• Manage inventory of office supplies and operational equipment, placing orders as needed.
• Support the finance department with invoicing, expense tracking, and budget monitoring.
• Maintain accurate databases and filing systems for contacts, programs, and financial records.
• Coordinate meetings, prepare agendas, and take minutes for internal and external stakeholders.
• Act as a primary point of contact for artists, visitors, and general inquiries.
• Assist with the implementation of operational policies and procedures.
• Provide support for fundraising activities and donor relations as required.

Skills

Organisational skills

Attention to detail

Communication skills

Multitasking

Proactive problem-solving

Education

Administration/Business qualification

Tools

Microsoft Office Suite

CRM systems

Job description

About the Role

Our client, a well‑established organization within the arts and entertainment sector, is seeking a highly organized and proactive Arts Administrator and Operations Coordinator. This role is based in Queenstown and is crucial for the smooth day‑to‑day functioning of our operations. The ideal candidate will possess excellent administrative skills, a keen eye for detail, and a passion for supporting artistic endeavors. You will be responsible for a wide range of tasks, including office management, event support, volunteer coordination, and financial administration, ensuring that all operational aspects are efficient and effective. This is a fantastic opportunity for an individual eager to contribute to the vibrant arts community in Queenstown and gain broad experience across various facets of arts management.

Key Responsibilities

• Oversee general office administration, including managing correspondence, phone lines, and incoming/outgoing mail.
• Provide administrative support for events, including venue booking, logistics coordination, and ticket sales support.
• Assist in the recruitment, training, and scheduling of volunteers for events and programs.
• Manage inventory of office supplies and operational equipment, placing orders as needed.
• Support the finance department with tasks such as invoicing, expense tracking, and budget monitoring.
• Maintain accurate databases and filing systems for contacts, programs, and financial records.
• Coordinate meetings, prepare agendas, and take minutes for internal and external stakeholders.
• Act as a primary point of contact for artists, visitors, and general inquiries.
• Assist with the implementation of operational policies and procedures.
• Provide support for fundraising activities and donor relations as required.

Requirements

• Proven experience in an administrative or operations support role, preferably within the arts and non‑profit sector.
• Exceptional organizational skills and meticulous attention to detail.
• Strong proficiency in office software, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent communication and interpersonal skills, with the ability to interact professionally with diverse individuals.
• Ability to multitask, prioritize effectively, and manage time efficiently in a fast‑paced environment.
• Proactive and resourceful problem‑solving capabilities.
• Experience with database management and CRM systems is an advantage.
• A genuine interest in and appreciation for the arts and entertainment.
• A relevant qualification in Administration, Business, or a related field is beneficial.

Benefits

Our client offers a competitive salary, along with a comprehensive benefits package designed to support our employees.

This role provides invaluable hands‑on experience in arts management and operations within the engaging community of Queenstown. You will work within a dedicated and supportive team, with opportunities for professional development and to contribute directly to the success of artistic projects and events. Experience the rewarding feeling of being an integral part of a thriving arts organization. This position offers a stable career path with potential for growth within the sector, contributing to the cultural richness of the Eastern Cape.