Coordinator, Education & Ensemble Tours

Hayllar Music Tours is looking for an organised and enthusiastic Coordinator to join its Education & Ensemble Tours Department

Hayllar Music Tours

• Hayllar Music Tours crafts expertly-planned cultural tours which provide guests with experiences of the best classical music combined with exclusive private recitals and behind-the-scenes access to leading figures of the industry.
• Hayllar Music Tours creates exciting and inspiring education and ensemble tours for schools, choirs and orchestras.

General Requirements:

The Coordinator, Education & Ensemble Tours will play a key role at Hayllar Music Tours. They will be in contact with tour participants from the initial enquiry through the booking process until the participant returns from their travels. They will also be involved in tour planning for education and ensemble tours.

Duties & Responsibilities:

Education and ensemble tour participant relations including:

• Front line response to telephone calls, emails and letters providing information to tour participants.
• Making additional bookings for tour participants including flights deviations, hotel accommodation and travel insurance.
• Updating the database.
• Processing bookings, payments and invoices.
• Despatching tour documents.
• Attending events.

Tour planning and tour management including:

• Researching, sourcing quotes, executing bookings for hotels, transport (flights, trains, coaches, boats), restaurants and sightseeing visits within budget for education and ensemble tours.
• Collaborating with suppliers including museums, art galleries, box offices, local guides, private homes etc.
• Liaising with venues, festivals, world-class orchestras and choirs to confirm arrangements for concerts and workshops for education and ensemble tours.
• Liaising with box offices and venues to arrange concert tickets.
• Preparing tour itineraries.
• Preparing tour booklets including reading lists, background information and reference material.
• Briefing Tour Managers and compiling their tour documents.
• Maintaining the actuals for select tours and contributing to the preparation of future budgets.
• Assisting with the marketing and publicity of concerts for education and ensemble tours.
• Responsibility for making visa arrangements, where necessary.
• Attending meetings and information evenings with schools, choirs and orchestras.
• Travelling on tours both within Australia and internationally to act as Tour Manager.
• For private events: sourcing venues, contracting artists and arranging catering.
• Occasionally prospecting activities associated with a tour such as hotels and venues.

Education & ensemble tour administration including:

• Assisting with market research for potential opportunities for school, choir and orchestras tours.

General tasks:

• Maintaining the database (Zoho).
• Other duties as required.

Qualifications and experience:

• Excellent spoken and written English.
• A high level of computer literacy.
• Relevant tertiary qualification.
• Experience with tour planning, coordination and execution.
• Knowledge of and/or genuine interest in the arts (classical music, opera, theatre and art).
• Proven ability to work multiple timelines to deadlines with accurate attention to detail.

Closing date for applications: Friday 28 August 2026

Please send a covering letter and your CV to Elizabeth Hayllar at [email protected]