Production Assistant

Brisbane Festival seeks a Production Assistant to deliver administrative coordination and operational support to the programming and tech teams.

About Us

Queensland’s premier arts festival, Brisbane Festival lights up the city each September with extraordinary art, installations, and live performances from home and across the world. We are Boldy Brisbane – we reflect the diversity and unique voice of our river city. Our people make the impossible possible through passion, hard work, and care.

Position Summary

Working closely with the Production Coordinator, this role operates across the Technical and Programming departments, providing high-level administrative coordination and operational support. The position plays a key role in ensuring efficient cross-departmental workflows and delivery.  Responsibilities include coordinating First Aid training, managing production vehicle hire, event staffing contract administration and onboarding processes, ordering consumables (including radio requirements), and compiling resident notification correspondence.

Roles and Responsibilities

COMMUNICATION In respect to internal and external relations, the Production Assistant will: – Report to and work under the guidance of the Production Coordinator; – Liaise with the Technical Department and appropriate staff to carry out the role; – Liaise with external stakeholders as required; and – Provide regular updates to the Production Coordinator on developments and activities, either in written form or in meetings as required.

ROLES AND DUTIES Department Administration and Coordination – Provide high-level administrative support to the Programming and Technical departments, ensuring smooth communication and coordinated workflows. – Support the Production Coordinator in overseeing the day-to-day operations of the Programming and Technical teams. – Facilitate and minute relevant departmental meetings, ensuring actions are recorded and followed up in a timely manner. – Maintain accurate and up-to-date filing of company correspondence and departmental documentation. – Provide administrative support to the Program Director and Technical Director, including diary management, correspondence, travel and accommodation bookings, and expense processing. – Provide support and guidance to Programming and Technical interns and secondments. – Work with the Production Coordinator to allocate and manage delegated tasks to project staff in a timely and supportive manner.

Production Systems and Process Management  – Develop and maintain strong competency in Brisbane Festival production systems, including the Festival database, Airtable and Office 365 platforms. – Support Programming and Technical staff in effectively operating and administering production systems. – Maintain and manage Programming and Technical department filing systems, contracts and insurance registers. – Update and maintain the Production Timeline, clearly communicating key deadlines and milestones to relevant staff.

Program Planning and Operational Support  – Support the Programming and Technical teams in coordinating key processes for the planning and delivery of the annual Brisbane Festival program. – Compile and manage consumables orders, including radios, vehicles, first aid kits and other operational requirements for the festival period. – Coordinate the preparation and distribution of resident letters in collaboration with Programming and Technical teams. – Liaise with Producers to coordinate OneMusic licensing requirements. – Support the Technical Director in the completion, collation and submission of Event Management Plans and relevant permits to stakeholders. – Coordinate with the Logistics Coordinator and delegated staff to ensure timely delivery of accreditation, uniforms, water, consumables, artist acknowledgements and other logistical requirements, maintaining accurate budget tracking. – Manage and delegate data collection processes to ensure accurate reporting of Key Performance Indicators in consultation with the Finance Director. – Confirm reporting requirements with the Program Director and Technical Director for production, performance and site reports, providing clear and timely guidance to staff. – Work collaboratively with Marketing and Development teams to collate programming information and liaise with Producers and Technical Managers as required.

Financial and Budget Administration  – Support Producers and Technical Managers in managing project budgets using Excel budget templates. – Assist with processing purchases through Xero, MYOB and Approval Max, ensuring correct filing of supplier quotes, purchase orders and invoices. – Maintain accurate financial records and documentation in accordance with Festival procedures.

Relevant Experience

Essential:

• Demonstrated administrative experience within events, arts or production environments
• Proven experience providing high-level administrative support within a live events, festival, performing arts or comparable project-based environment.
• Strong organisational and time management skills
• Demonstrated ability to manage multiple tasks and competing deadlines, maintain accurate records, and support concurrent projects in a fast-paced environment.
• Proficiency in production and office systems
• Experience using database, project management or office software systems (such as Airtable, Microsoft Office 365 and similar platforms), with the ability to quickly learn new systems and processes.
• Well-developed written and verbal communication skills, including the ability to liaise effectively with Producers, Technical Managers, suppliers and internal stakeholders.
• Financial and budget administration capability
• Experience supporting budget tracking, purchase orders, invoice processing and financial record-keeping, with strong attention to detail.
• Ability to work collaboratively and follow direction
• Demonstrated capacity to work effectively within a team environment, take direction from senior staff, and contribute positively to shared project outcomes.
• Knowledge of WHS in event or production contexts
• Understanding of Work Health and Safety principles relevant to live events or office environments, and the ability to support safe work practices.

Desirable:

• Experience working within a festival or multi-site event environment.
• Qualification in arts, event or production management, business administration, or equivalent relevant experience.
• Open C Class Drivers License