Job Details:
International Administrator

Job Description

Looking for an excellent administrator with great organisation & communication skills to join the International team, with a proactive and flexible approach to supporting the work.

Factory International’s artistic work is regularly presented in venues and festivals around the world; since 2007 our projects have been seen by over 1.8 million people in over 35 countries and on every continent except Antarctica. The International team develops and manages the partnerships and relationships that enable to this to happen. The International Administrator provides general administrative and project support for the International team across a range of areas. 

The key responsibilities for the International Administrator include;

• Lead on finance administration processes for the department including maintaining budget trackers, raising purchase orders, processing purchase invoices, raising sales invoices, reconciling credit card statements, expenses and floats
• Arrange national and international travel for the team, including booking flights, trains and hotels and arranging visas as required
• Arrange meetings (internal, external, in Manchester and elsewhere), booking meeting spaces, preparing presentations and agendas and minuting as required. This includes both responding to ad hoc requests and proactively ensuring that regular internal interdepartmental meetings take place on agreed schedules
• Coordinate visits from international contacts, including arranging meeting spaces, catering, tickets and tours, liaising with other departments as required (Exec Support, Guest Liaison, Ticketing, Hospitality, Scheduling)
• Manage departmental ticket holds
• Ensure International contacts are kept up-to-date in Spektrix, carrying out data cleaning and pulling reports as required
• Create dossiers and other project documentation, carrying out research and compiling information from other departments as needed
• Research and project support on individual projects as required
• Ensure data on international presentations is collected and compile and format it as required for evaluation reports
• Ensure information on international presentations is submitted to Artifax
• Issue contracts via e-signature system
• Ensure all contracts and projects documents are filed appropriately in accordance with FI systems
• Proactively manage the International Newsletter, compiling and formatting information

The person specification for the International Administrator are;

ESSENTIAL

• Proactive and flexible approach and a positive and enthusiastic attitude
• Confidence to liaise with internal and external stakeholders, with ability to develop & maintain positive relationships with others
• Excellent organisational and administration skills, with good attention to detail and the ability to consistently meet deadlines
• Financial and computer literacy and enthusiasm and aptitude for learning new systems and processes
• Ability to work on own initiative and manage workload, multitask and prioritise appropriately
• Commitment to championing representation and inclusion at every level of the organisation with a proven ability to work with people from a wide range of backgrounds

DESIRABLE

• Experience of using CRM (Customer Relationship Management) or ticketing systems
• Experience of dealing with financial systems including expenditure reconciliations and processing
• Experience of using Dotdigital or similar email marketing systems to create and send mailings
• Experience of working in an administrative role within the cultural sector
• Knowledge of or interest in a variety of artistic or cultural forms
• Enthusiasm for training, mentoring and support of emerging talent
• Ability to communicate professionally in a language other than English