Marketing Coordinator

JOB DESCRIPTION

MARKETING COORDINATOR

Aberdeen Performing Arts (His Majesty’s Theatre, Music Hall and The Lemon Tree)

ABOUT US

Aberdeen Performing Arts (APA) is a major cultural hub for the North East of Scotland responsible for the strategic and operational management of three significant Aberdeen city centre venues; His Majesty’s Theatre; the Music Hall; and The Lemon Tree. APA presents, produces and commissions diverse and distinctive arts and cultural programmes of regional and national reach and impact with annual cultural attendances in the region of 500,000 and nearly 7,000 creative learning participations.

Our Mission

Creating a Spark

Our Vision

A vibrant, sector leading, cultural hub at the heart of city life - inspiring, exploring and engaging through live performance and creative projects.

Arts and Culture

We are a key theatre, music and dance promoter and producer in the North East and in Scotland. We consider our strength to be the range and diversity of our programme. We champion music across the spectrum. Our theatre programme ranges from the West End in the North East to Fringe Firsts. We welcome all the national companies and we showcase the best of the North East. From ceilidhs to comedians, from weird to wonderful, we’re here to inspire, entertain and enthral.

Creative Learning

We believe that participating in creative projects helps to enrich the experience and understanding of the arts and provides an inspirational context for learning. We run a wide range of creative activities, projects and workshops for all ages and stages in our venues, in schools and communities.

Catering

Weoperate a café at the Music Hall and a café and a restaurant, 1906, at His Majesty’s Theatre. We provide a bar service for all shows, pre theatre suppers and dinners for selected shows, lunches, morning coffees and afternoon teas.

His Majesty’s Theatre

His Majesty’s Theatre is a category A listed proscenium arch theatre designed by celebrated architect Frank Matcham and opened in December 1906. It is a fully equipped producing and receiving theatre with a capacity of 1400 which since its opening has welcomed international touring companies, nationally renowned artists and Scottish and homegrown talent.

The Music Hall

The Music Hall is one of Scotland’s oldest and most historic concert halls and a fine example of a traditional 19th century concert hall. Itstands on Union Street in the centre of Aberdeen and has been at the heart of cultural life in the city for over 150 years. The main auditorium has an excellent acoustic and a capacity of 1300 seated. APA is currently progressing exciting plans to redevelop and upgrade the Music Hall ensuring its place at the heart of cultural, civic and community life for generations to come.

The Lemon Tree

The Lemon Tree was formed in 1992 as the base venue for Aberdeen’s Alternative Festival, named after a pub originally situated on the site. The two performance spaces – the 550 capacity Lounge, and 166 seat Studio – bring cutting edge music, theatre, comedy and dance to the city, and provide unforgettable, intimate opportunities to see an exciting array of small-scale performing arts in the North East.

JOB PURPOSE

The Marketing Coordinator provides support to the marketing team across a range of activities. The Marketing Assistant has a key role, supporting the Director of Marketing and Communications and Marketing Manager to ensure campaign plans are delivered to brief, timescale and budget:

Organisational Relationships

The Marketing Coordinator reports to the Marketing Manager.

Base

Your principal base is The Lemon Tree but you will be expected to work across all APA venues and sites as required.

Duties and Responsibilities

Scheduling

  • Assist the Marketing Manager with the scheduling, management and coordination of all marketing department tasks and activities
  • Assist the Marketing Manager to ensure all department activities are logged, prioritised, scheduled, allocated and tracked.
  • Create production scheduled for brochures, share with colleagues and track delivery against deadlines

Marketing

  • Help organise general APA advertising and assist box office to promote shows external to APA venues
  • Assist with answering incoming queries from customers on the APA social media channels
  • Managing and maintaining our schools database and communications
  • Set up event notifications on APA social media channels
  • Produce eflyers to assist the marketing team to promote performances, events and news updates
  • Assist the Marketing Manager and Graphic designer in producing the regular season brochures
  • Assist with the administration of APA’s Friends scheme

Print and production

  • Provide overprint details; answer print requests; liaise with printers, production houses and distributors.
  • Coordinate and handle the display of print and marketing material internally and externally, organising print delivery and storage.
  • Organise print quotes and orders; accept delivery of print checking against order.
  • Organise the framing and hanging of brochure covers front and back of house in venues as each brochure is produced.
  • Liaise with Customer Services to arrange exit leaflet schedules.

Systems

  • Use and help develop traffic management systems and processes to ensure work flows smoothly through the department.
  • Set up and update databases and invitation lists using Campaign Monitor, Audience View and Excel. Work with team to improve data capture.
  • Access Artifax to update schedules and gather show information for brochures.
  • Assist with the use of analytics to measure web and social traffic, tracking progress.
  • Upload and organise files and information on intranet.

Internal communications

  • Assist the Communications Executive with internal communications including drafting newsletters, creating and uploading content onto Sharepoint

Relationships

  • Liaise with promoters and producers to implement marketing campaigns.
  • Liaise with media agency, advertising agencies, printers and distributors.
  • Liaise with colleagues to collect copy, proof marketing material, alert to deadlines.
  • Liaise with Box Office to assist with customer queries.
  • Represent the team at meetings as appropriate to the post.

Events

  • Help organise and host events like First Nights, festivals,corporate events, Friends and Ambassador events.
  • Coordinate meetings and calendars for Marketing team activities, organising facilities and hospitality as needed.
  • Assist the Marketing Manager and Director of Marketing and Communications with press nights, photocalls and fundraising events as and when required.

Admin

  • Order and maintain stationery, equipment and consumables for the department.
  • Prepare orders and trackinvoices for payment updating budget spreadsheets.
  • Setting up purchase order numbers as required
  • Organise production of labels, letterheads and postage.
  • Organise and minute meetings as required.

General

  • Contribute to an enthusiastic, positive work culture within the department and company, modelling behaviour as a champion of the company’s mission, vision and values and contributing to organisational development.
  • Follow guidelines, procedures and policies provided by the company in relation to financial management and personnel records.
  • Attend department and company meetings, training and development as required in order to perform duties and support department.
  • Comply with company policies eg equality and diversity, health and safety, quality management and customer care.
  • Undertake other appropriate duties as required commensurate with the level and role of the job.

PERSON SPECIFICATION

Aberdeen Performing Arts / Job Title: Marketing Coordinator / Salary: £18,000 p/a
CRITERIA / ESSENTIAL / DESIRABLE
1. Experience / Demonstrable experience of coordinating tasks and activities efficiently and effectively
Experience of building relationships with staff and key stakeholders of APA / Experience of implementing marketing campaign plans
2. Qualifications / Educated to degree level in marketing or related subject (or equivalent work experience)
3. Knowledge, skills and abilities / Excellent organisational skills
Knowledge of marketing principles and practices
Knowledge of best practice use of media, advertising, print and digital
Excellent communication skills both oral and written
Excellent interpersonal skills
Ability to work independently and in a team environment
Ability to work to deadlines
Excellent IT skills including good working knowledge of Microsoft Office packages.
Use of Internet, emails and social media
Knowledge of and commitment to the principles of equal opportunities and diversity / Use of systems like Campaign Monitor, Survey Monkey, social media and analytics.
4. Personal qualities / Our mission is to Create a SPARK. You are expected to share APA’s values:
CurioSity: be adventurous, entrepreneurial, open to ideas, find new ways of working
OPtimism: stay positive, no blame culture, be ambitious, aim high
LoyAlty: respect your colleagues, be there for colleagues, go the extra mile, be a good ambassador for APA
Resilience: never give up, always working harder and smarter, be flexible, learn from mistakes
TeamworK: work together, one team, one vision

Working Environment

  • 37 hours a week for 5 days out of 7 (includes some evening and weekend working)
  • Able to undertake physical duties (eg lifting boxes of print)
  • 20 days holiday per annum (pro rata) plus 7 fixed and 5 floating public holidays. Holiday entitlement will increase on length of service.

Salary is £18,000 per annum (pro rata).

Marketing Coordinator