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Office Administrator

JOB DESCRIPTION

 

1DETAILS

Job Title:        Office Administrator

Location:        Bangkok 1899 at Ban Chao Phraya Thammasakmontri

 

2PURPOSE OF JOB:

Bangkok 1899 is a new cultural and civic hub established by Creative Migration, an international arts organization based in Los Angeles and Bangkok. Our mission is to advance cultural diplomacy by the three pillars of art, public engagement and sustainability.

Designed by Italian architect Mario Tamagno under King Rama VI and build in 1899, our historic location is the former home of Chao Phraya Thammasakmontri, considered to be the father of Thailand’s modern education, and is centrally located in the city’s Old town neighborhood of Nang Loeng. Our hub is supported by The Rockefeller Foundation and the Ford Fund, and is in partnership with the RSA (Royal Society for the Encouragement of Arts, Manufactures and Commerce).

Bangkok 1899 will represent an intersection of art, design, urbanism and social innovation. Our initial two-year pilot program will develop a series of six activities to test, adapt and maximize our overall impact. These will include an International Artist Residency, a Public Events series, Open Spaces (including a public garden and a Zero Waste café with social impact programs), Models for Sustainability (incorporating different types of environmental technologies with a small urban farm), RSA Fellowship Development and a Flagship Event (annual event on social innovation, art and design).

Creative Migration, Inc. is a 501 (c)(3) non-profit organization in the United States founded in 2005 and Creative Migration (East) is a registered foundation in the Kingdom of Thailand founded in 2018. Contributions from individuals, corporations and foundations support the development and presentation of our overall programming.

Mission Fulfillment & Organizational Sustainability

The Office Administrator is responsible for ensuring that Bangkok 1899’s mission is fulfilled and its strategic objectives are attained. This position further ensures that Creative Migration (East) produces ambitious programming in the form of exhibitions, performances, workshops, etc. The position also provides leadership and oversight in all non-program areas: hub operations, funding development, budget management and staff/volunteer management.

 

3KEY TASKS RESPONSIBILITIES

Hub Stewardship:

  • Daily building operations oversight – point of contact with maintenance and tenants (café, artist residency, special guests).
  • Location Liaison – coordinate on-site relations for special events and with immediate neighbors (FREC, Satri Julanak School, etc.).
  • Assist in problem solving any technical issues with the building and grounds.
  • Assist in-house team to ensure the effectiveness of overall administration functions and day-to-day operations.

Resource Development & Financial Management Responsibilities:

  • Maintain and organize hub’s budget and work directly with accoutant/bookkeeper.
  • Assist in the preparation of long-term plans and budgets.
  • Assist in donor outreach and oversee target list of funders.

Fundraising

  • Research grant and sponsorship opportunities; prepare initial drafts in the proposal process.
  • Track funding deadlines and opportunities on a monthly basis.
  • Attend periodic grant workshops to improve skills.
  • Recruit a fundraising intern to oversee.

Event Operations & Administration:

  • Monitor and process bookings for events.
  • Deal with general enquiries both online and via telephone.
  • Maintain accurate event records.
  • Lead on relationships with technical support.
  • Troubleshoot live issues and manage audiences.
  • Organize a monthly meeting to monitor, evaluate and improve service delivery.
  • Recruit and manage a roster of event staff within the defined budget with adequate registration, volunteer, runner and intern support.

Monitoring & Evaluation:

  • Monitor web analytics for quarterly reporting with in-house team.
  • Assist in-house team to develop and maintain Hub archive – organizing photos and videos including hi-res images of production, installation shots, crowd photos etc. for social media, future fundraising and to show visual progression of the Hub to our initial funders.

Communications:

  • Capture the impact of projects and events to use on Bangkok 1899’s communications.
  • Updating the Hub’s list of contacts.
  • Assist in-house team to manage social-media platforms and create media content.
  • Assist in-house team to maintain the update of Hub’s website with news, events and developments.
  • Recruit a communications intern to oversee.

Stakeholder Engagement:

  • Working with local partners including local schools and stakeholders to participate in the Public Events platform with globally relevant themes and reflective of Thai/ASEAN context.
  • When participating in any engagement outside of Bangkok 1899, represents and upholds the mission of Creative Migration (East) and its programs accordingly.

 

4PERSON SPECIFICATIONKNOWLEDGE & SKILLS REQUIRED

It is essential that the person recruited is a self-starter, resourceful and willing to ensure progress. The position has many different directions and the employee will need to keep an overview of everything while prioritizing and delivering targets.

The post would suit an enthusiastic person with a passion for social change that has a good eye for detail, and is capable of completing tasks to a high standard with minimum intervention.

Essential

  • Bachelor’s degree or above in any field of study
  • Must be a Thai National. Working knowledge of English, verbal and written.
  • Cooperative team member and intuitive decision-maker able to find solutions in a fast-moving environment.
  • Strong interpersonal skills – able to develop collaborative working relationships, meeting and working with people at all levels and from a diverse range of professions, backgrounds and enthusiasms.
  • Confident, friendly, diplomatic and efficient manner when dealing with range of key stakeholders and audiences: VIP speakers, international and local artists, organizational partners, and general public.
  • Lively interest in cultural learning and current affairs in Thailand and ASEAN Region as a whole.

Desirable

  • Related work experience is an advantage.
  • Strong network of organizations and individuals within the cultural, creative and education sector in Thailand.
  • In-depth knowledge of art and culture on a local, national and international scale.

 

5NATURE & SCOPE

This is a full-time role. Salary is dependent on experience and track record. The post-holder must be prepared to work outside normal hours of work when required. Time off can be taken in lieu of out-of-hours work.

The post holder must be professional, resourceful and determined, as well as demonstrate a positive and confident approach. This job description is not exhaustive and is liable to review following discussion with the jobholder.

 

6CONTACT

Jessada Engkapatrangkul

Hub Coordinator, Bangkok 1899

Contact : jessada@bangkok1899.org


เจ้าหน้าที่ประจำสำนักงาน / Officerผู้ช่วย / Assistant

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