Shows & Events Administrator

Prefered skills

Events, Employee Benefits, Compensation, Operations, MailChimp, Interpersonal Communication, Ticketing Systems, Minutes, Phone Etiquette, Production Schedules

Job description

Working with a diverse community of young people, Zip Zap helps kids to dare to dream and to make those dreams a reality using the circus arts as a medium. We are seeking an energetic, passionate and organized individual to be part of our dynamic team. The position reports to the Artistic Director and Head of Departments.

Key overall responsibilities:
EVENTS:
Collate information for all events and generate Event Plans for each event and send to Operations Manager for approval prior to distribution.
Ensure that all actions are implemented according to the events plan Monitor venue throughout event and ensure suppliers are implementing services.
Follow through with booking process from query to closure. Liaison between Zip Zap and the client.
Ensure client feedbackis received and recorded after each event
Photos of all events are saved on the server Debrief with team after each event, minute debriefs, save on server, and ensure timeous distribution
Assist with providing client with all necessary documentation for event permits.

SHOWS:
Schedule production meetings with HODs, minute, circulate and follow up actions for all Zip Zap shows.
Prepare the dome for all in-house shows
Be the Zip Zap representative at events
Communicate with schools, NGOs etc for fundraising opportunities.
Submit design briefs to marketing department and work closely to develop out of the box strategies.
Managing ticketing system (Quicket) and processes for both general and VIP sales

PRODUCTION / TOURING
Work closely with the Artistic Director / HOD for all touring / productions
Generate production schedules for full company
Ensure accurate performer contracts are drafted
Coordinate production needs of the show with creative team i.e. props, lighting, sound, equipment, costumes
Manage all ground and air travel requirements as well as flight bookings and visas.
Generate production / show / touring bibles and include ALL related information.
Generate technical riders per production
Liaison between Zip Zap and the client / performance venue / producer.
Research suitable venues for Zip Zap and build relationships with venues / producers.

ADMIN
Update the events schedule as required.
Server management of shows/events/jobs folder and management of email folders.
Research

• Potential new clients for events and maintain stakeholder relationships
• Competitor analyses o Build Salesforce database
• Recommend strategies and campaigns to increase income and brand awareness and audiences reach.

Communication:

• Prompt replies and action for all events queries o Circulate the monthly events newsletter from Mailchimp
• Circulate all Zip Zap communications to specific databases i.e venue hire brochure to corporates, fundraisers / family shows to schools etc.
• Take minutes for all meetings, save and distribute accordingly.

Reporting:

• All opportunities recorded to Salesforce and Monthly EXCO reports to be sent to CEO and HOD.
• Assist Sustainability department with grant and report writing where applicable and requested.
• Provide monthly health and safety report for the Zip Zap Dome
• Update SOPs for Shows & Events Department
• Work with Zip Zap Operations Manager to assist with Dome operations.
• Submit annual report content as per schedule.

Finance:

• Process all accounting on SageOne online software
• Produce annual department budget and ensure expenses are not exceeded throughout the year.
• Prepare quotes for all events / entertainment hire, for approval by the Artistic Director

Marketing:

• Update Zip Zap Links document every quarter with relevant links o Update Zip Zap Acts library monthly
• Zip Zap Dome Hire Brochure up to date with information and images.
• Ensure promo links are correct
• Updated photos and videos folder for client meetings

COMPETENCIES
Needs a go getter attitude
Real problem solver, Ability to apply an out of the box approach
Excellent telephone etiquette and Excellent writing skills
Able to work under pressure, plan ahead and negotiate
Customer-satisfaction orientated
Team player
Flexibility to work as and when required for events and shows. Knowledge and skills
Proficient in applications MS suite (MSWord, MSExcel, MSPowerpoint, Outlook. Sage)
Experience with fundraising databases SALESFORCE preferred.
Ability to successfully manage multiple priorities and meet strict deadlines.
Exceptional interpersonal and communication skills
Demonstrated ability to work autonomously, as well as contributing to a cohesive team environment.
Attention to details is of utmost importance Qualifications and Experience
Strong passion for Zip Zap mission.
At least 3 to 5 years working experience with proven track record in the events industry Compensation and benefits: Professional development opportunities.
This is a full-time position.
Employer-subsidized health benefits
An exciting world-wide, collaborative work environment.

To Apply:
Please submit your CV together with a 500 words maximum motivational letter, inclusive of your salary expectation, outlining your experience and how you fit the criteria to info@zip-zap.co.za by no later than COD Friday, 10 February 2023.
Please note that further communication will only be entered into with those under consideration for the role.
Further information about Zip Zap can be obtained from the website www.zip-zap.co.za