Administration Manager

Hayes Theatre Co is looking for an Admin Manager to support the team in delivering an exciting season of new musicals and creative development.

Employment Basis:   Full Time – 2 year contract

Reports to:                 Hayes Executive Director and Co-Artistic Directors

Direct Reports:            NA

Remuneration:             $65-75Kpa + super

Hayes Theatre Co develops and produces some of the most exciting musical theatre in Australia. Over 11 thrilling seasons, the company has developed a reputation for highly entertaining, exceptional quality musicals, where new Australian writing rubs shoulders with bold new productions of classic and contemporary international shows.

Our brilliant Administration Manager is moving on and we’re looking for a fast starter ready to jump in to support the team in delivering an exciting season of new musicals and creative development. You’ll work right across the company, anchoring our activities with an impeccable attention to detail and a warmth and enthusiasm that helps foster our culture of mutual support, inclusion and joy.

Set your career on the right trajectory and make your mark by joining one of the fastest growing and most exciting performing arts companies in Australia. You’ll work with a receptive team, open to new ideas and willing to support innovation, passion and ambition. The position will suit a new Arts Management graduate with some office experience, or someone coming from other administrative roles within the Arts. Aspiring producers, venue managers, general managers and cultural planners should all consider applying.

THE ROLE

The Administration Manager works in the Hayes office, as well as taking some shifts (approximately 15 hours a week during office hours) in box office at the Hayes theatre. You’ll work closely with our Front-of-House manager, serving as the principal liaison between the office and the theatre.

You must be highly organised. As the sole person at the centre of all Hayes activities, your ability to stay across multiple projects simultaneously, keeping stakeholders informed and on track, is critical to the smooth running of the company. The successful candidate will live and breathe spreadsheets and calendar entries, calmly managing a wide array of artists, producers and other Hayes staff, and ensuring key deadlines are met.

The Administration Manager also looks after independent productions, serving as the main point of contact between independent producers and the theatre, ensuring that visiting companies have the best possible experience during their time at Hayes.

Duties include:

Administration

• Manage the Hayes office and office calendar and assist with the development and maintenance of office systems.
• Support Hayes Artistic Directors in the delivery of Hayes programs.
• Support Hayes Executive Director in planning board and committee meetings.
• Assist with organisation and delivery of special events including opening nights, season launches, creative development and workshops.
• Assist with collation of materials for upcoming productions in readiness for on-sale dates and/or launch dates.
• Assist with processing organisation financial records including box office and administration reconciltation and creative invoices. 
• Liaise with office and theatre suppliers: Place and receive orders
• Liaise with City of Sydney and assist the Venue Technical Manager in managing contractors and visiting tradespeople.
• Ensure office tidiness and appearance is maintained to acceptable standards.

Box Office

• When on box office, the Administration Manager is the first point of contact for patrons calling the theatre: Manage ticket bookings, enquiries and respond to emails.
• Assist with the building and maintenance of events on our Box Office system.
• Work with the Front of House Manager to maintain the integrity of the box office database.
• Run reports as requested by the Executive Director or Independent Producers.

Productions

• Liaise with independent producers to assist them in presenting their musical at Hayes
• Produce special projects: accessibility and vocational initiatives, one-off hires and community events.
• Provide production support to Hayes musicals and the Producer as required, including:

  • Company management

    Transport and rehearsal bookings

    Marketing and ticketing support 

    Auditions and scheduling 

     

SKILLS AND EXPERIENCE

Essential

• A passion for the arts and musical theatre
• Strong attention to detail and exceptional organisational skills
• Administrative or retail experience: Some customer service experience required
• Excellent communication and problem-solving skills
• Intermediate computer skills
• Intermediate writing skills
• The ability to manage competing priorities and work in a deadline driven environment
• An ability to work independently and as part of a team
• A willingness to work across other departments and take on new duties as required

Advantageous

• Familiarity with ENTA (or similar CRM/ticket booking system)
• Box Office and/or Arts Administration experience
• Basic familiarity with Xero
• Office management experience

Responsibilities

All Hayes staff must understand, embody and promote the company’s mission, its policies and ethical direction.

All staff must maintain a high level of professionalism in interactions (be these in person, via telephone or email) with stakeholders and company staff

Ordinary Hours and Time in Lieu

The Administration Manager will primarily work from the Hayes office at 32 Orwell Street in Potts Point and from the theatre at 19 Greenknowe Avenue in Elizabeth Bay. Flexible working arrangements are possible, including working from home one day a week.

Ordinary full-time hours are 38 hours a week – 9.30-5.30pm. Occasional evening and weekend work will be required. Time in lieu is offered for overtime worked during busy periods.

Hayes Theatre Co is committed to ensuring that no employee is working beyond a reasonable capacity to ensure a safe and healthy workplace and will review working hours as required.

Diversity and representation

Musical theatre is changing and so are the artists we work with, the projects we support and performers we see on stage. Hayes is committed to cultural inclusion and diversity being reflected throughout the organisation. We strongly encourage applications from First Nations people, those who are culturally and linguistically diverse, people of all abilities, and people from LGBTQIA+ communities.

Apply

Applications must include a one-page cover letter addressing your suitability for the role and be accompanied by a short CV (maximum 2 pages) that includes the name and contact details of two professional referees. Referees will not be contacted until we’ve spoken to you first.

Please send to Will Harvey at: [email protected] no later than 5pm Wednesday 26th August. Interviews will take place following with a view to starting in mid-September.

*An appointment may be made prior to the closing date. Please apply at your earliest convenience.