Project Assistant

Remuneration:	negotiable
Location:	Cape Town
Education level:	Diploma
Job level:	Junior
Company:	Spier Arts Trust

Summary of the position:

The Project Assistant coordinates various stakeholders for Spier Arts Trust events and exhibitions, artwork/design production and public relations/communications campaigns.

The incumbent will facilitate communication and assist the project manager with administrative duties, to achieve project objectives.
  
Areas of delivery:

Event and exhibition administration

• Allocate project codes, maintain project folders and populate event management control documents
• Upload relevant content to each project folder, such as briefings, quotations, proposals, invoices, images, agreements, invitations, etc.
• Schedule planning meetings according to the needs of all stakeholders
• Prepare venues (physical or online) for meetings 
• Administer stakeholder agreements according to standards
• Liaise with preferred vendors for successful events and exhibitions
• Obtain quotes and submits for approval, according to budgets
• Draft itineraries and manage travel diaries on behalf of event stakeholders
• Administer visa applications and travel documentation for stakeholders
• Manage guest lists
• Arrange catering according to budgets and event/exhibition requirements
• Assist with physical event/exhibition set up and take down
• Ensure Health and Safety requirements are adhered to
• Schedule and minute event/exhibition debrief sessions
• Assist the Project Manager with any event/exhibition tasks that are reasonable and expected
• Works closely with all teams involved in the successful execution of events/exhibitions, including Finance, Supply Chain and Curatorial teams

Artwork/design production administration 

• Allocate project codes, maintain project folders and populate event management control documents
• Upload relevant content to each project folder, such as briefings, quotations, proposals, agreements, invoices, site images, progress images, completed artwork information, etc.
• Schedule planning meetings according to the needs of all stakeholders
• Administer standard agreements for all studios and artists/designers
• Prepare venues (physical or online) for meetings 
• Liaise with preferred vendors for successful artwork/design production
• Obtain quotes and submits for approval, according to budgets
• Draft itineraries and manage travel diaries on behalf of artists/designers, production and installation teams
• Administer visa applications and travel documentation for stakeholders
• Ensure Health and Safety requirements are adhered to for production and installation sites
• Ensure that the production process is photographed and documented
• Complete the artwork capture document for completed production jobs
• Schedule and minute production job debrief sessions
• Assist the Project Manager with any production administration tasks that are reasonable and expected
• Works closely with all teams involved in the successful execution of artwork/design production, including Finance, Supply Chain and Curatorial teams

  Content database administration

• Maintain content library for ease of access to enable public relations and media communication regarding events, exhibitions and artwork design/production, including artwork, artist and studio profiles
• Classify, collate and store information (text / image / video)
• Gather and distribute information to stakeholders, such as management team, consultants, clients, patrons, artists, studios and press
• Prepare and collate copyright agreements and artwork/artist images for communication and profiling opportunies
• Upload approved images and content to social media and website platforms according to agreed schedules
• Works closely with all teams involved in the successful execution of content database distribution, including Curatorial and Executive Management teams

Skills required

• Degree or diploma in project management or equivalent
• Proven project administration experience
• Highly organised in both time and resources,
• Quick grasp of project objectives and goals
• Excellent communication skills – English written and verbal
• Proficiency in Microsoft products
• Proficiency in Adobe Suite or DTP is advantageous
• Good understanding of website backend is advantageous
• High attention to detail
• Can multitask, work well under pressure, and work efficiently to meet strict deadlines
• Excellent interpersonal skills for collaborating effectively with others

Company Description

Spier Arts Trust values the cultural contribution of art to South Africa’s creative economy. Our purpose is to facilitate successful art careers by enabling freedom of creative expression with the potential for social transformation.
Our business model is one of shared value; our patron partners are committed in a long term strategy to realise economic business goals while doing good in society.
We build significant art collections for our patron partners through the administration of an ecosystem of career development opportunities for fine artists.

Posted on 03 Jul 13:51, Closing date 1 Sep