JOB DESCRIPTION
Business Administrator and Personal Assistant to Executive
Director
Arts Access Aotearoa | Whakahauhau Katoa o Hanga is a national organisation that
advocates for people in New Zealand who experiences barriers to participation in the
arts, as both creators and audience members. Key stakeholders are artists and arts
organisations in the community and professional arts sectors; people with physical,
sensory or intellectual impairments; and people with lived experience of mental ill health.
Arts Access Aotearoa is also the key organisation in New Zealand facilitating the arts as a
tool for rehabilitation in prisons.
Vision: All people in New Zealand are able to participate in the arts.
Our purpose: Arts Access Aotearoa advocates for all people in New Zealand to have
access to the arts by supporting people who experience barriers to participation or
whose access is limited.
Our values: We believe that all people have a right to access artistic opportunities as
both creators and audience members.
In all aspects of its work, Arts Access Aotearoa respects and honours the Treaty of
Waitangi, with due regard for its articles and principles.
Position purpose
Arts Access Aotearoa is a small organisation with a strong national impact. The Business
Administrator holds a crucial role within our organisation and we are looking for the right
person to be part of our tight-knit team of five, while making a difference in your community.
This varied role is much more than providing high-quality support for the Executive Director,
the Board and the wider team as they work to increase access to the arts. The Business
Administrator has the opportunity to use and build their skills in many areas and to make the
role their own by improving systems and processes to meet the growing needs of the Arts
Access Aotearoa.
Reporting to: Executive Director
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Travel: The position may occasionally require some travel in New Zealand. All travel
expenses are covered by Arts Access Aotearoa.
Employment contract-type: This is a permanent full-time role, based in Wellington.
Working hours and location: This full-time position is located at the office of Arts Access
Aotearoa at Level 3, Toi Pōneke Arts Centre, 61-63 Abel Smith Street, Te Aro, Wellington.
Main duties and tasks
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Utilising your excellent organisational skills in the day-to-day co-ordination and
management of Arts Access Aotearoa’s office
Assisting and supporting the Executive Director
Supporting the delivery and growth of Arts Access Aotearoa’s fundraising programme
Providing high-quality secretarial support for Arts Access Aotearoa’s Board of Trustees.
Key skills, abilities and experience
Essential
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At least one year’s experience as a sole-charge office administrator or
equivalent
Strong planning, time-management and organisational skills
Excellent written and verbal communication skills
Experience completing grant applications and supporting fundraising activities
Ability to create strong relationships with Arts Access Aotearoa staff and board,
and help maintain a positive and productive team environment
High-level of competence using Microsoft applications (i.e. Word, Excel, Powerpoint,
Outlook)
High level of maturity and professionalism; ability to work effectively, respectfully and
sensitively alongside others
Database management and data entry experience
Budget management and payroll experience
Experience and knowledge in managing Human Resources
Logical, systems-oriented thinker with excellent attention to detail
Highly developed interpersonal and communications skills, including the ability
to communicate effectively and maintain positive relationships with diverse
stakeholders
Commitment to the principles of the Treaty of Waitangi
Cultural awareness and sensitivity
Experience designing, implementing and reporting on formal research and
evaluation
Strong research skills.
Desirable, but not essential
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Proven project management and/or event co-ordination experience
Knowledge, experience and understanding of working with the communities that Arts
Access Aotearoa advocates for
Experience in the non-profit and/or arts or cultural sector
Experience managing workplace health and safety
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Knowledge of Campaign Monitor or other email distribution system.
Confident user of social media as a networking and communications tool
‘Codafile’ management and organisation experience
Experience developing and improving office processes and policies.
Key accountabilities
Office administration and team support
The Business Administrator is the person that keeps everything in the office running
smoothly by completing a range of essential tasks which include:
 First line of enquiries and impressions to funders, suppliers, stakeholders and
members of the public
 General office administration: e.g. ordering supplies, answering phones, dealing
with enquiries
 Purchasing of office supplies and equipment
 Align and supervise project expenditure with budgets with Executive Director and
accounts person
 HR administration in conjunction with Executive Director
 Process payroll
 Co-ordinating Arts Access Aotearoa’s volunteer programme
 Maintain current relationship database and move Arts Access Aotearoa to a new
fundraising database
 Support the delivery of events, such as the Arts Access Awards
 Mail and distribution
 Health and Safety co-ordination
 Making airline and accommodation bookings
 Manage relationships with all suppliers, including IT supplier
 Manage lists and mail-outs for invitations and other documents
 Take part in organisational planning; produce relevant documents and reports as
required
 Improve Arts Access Aotearoa’s systems and processes
 Project management, as required.
Providing assistance to the Executive Director
The Business Administrator supports the Executive Director on a daily basis with their high
standard of organisational skills, time management, office management and strategic
advice. The Business Administrator also provides the following assistance:
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Managing the Executive Director's diary and appointments, and internal work
flow
Assisting the Executive Director’s communications and support for the board
Assisting with the Executive Director's general communications, including
drafting emails, letters and filing
Developing travel itineraries
Project management input.
Fundraising administration and support
To ensure that Arts Access Aotearoa can be a more sustainable organisation, we are
working to develop a fundraising programme. All staff are involved in fundraising, but the
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Business Administrator works closely with the Executive director to support this
programme and its activities in the following ways:
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Supporting the development and implementation of annual fundraising plans
and calendars
Working with the Executive Director to complete applications to Trusts
Supporting the development of relationships with funders, donors and sponsors
Supporting the delivery of the Awesome Arts Access Auction fundraising event
and other fundraising events
Providing donation receipts and drafting correspondence
Working with the Executive Director to manage and complete report backs and
other funder requirements
Assisting with the development and delivery of campaigns, such as crowdfunding or direct mail.
Secretary to the Board of Trustees
The Business Administrator provides support to the Board which meets five times per year.
This role supports the Board in the following ways:
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Make travel arrangements for Trustees travel to Board meetings
Work with the Executive Director to develop and prepare Board papers with
each meeting, in alignment with the annual calendar and the policy review
Distribute papers for Trustee meetings
Assist with the research and development of policies and procedures.
Minute taking and other support at Board meetings
Organising the AGM.
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