Programme Administrator

If you love detail, enjoy being the steady force behind a busy, creative team, and are passionate about backing the arts in Aotearoa — this could be the perfect role for you.

Position Title Programme Administrator 

To Apply: Email a short note on why you want the role and your CV to info@brownbread.co.nz before 12 January 2026.

Responsible to Director - Arts Foundation Te Tumu Toi (Jessica Palalagi)

Primary Functions 
Support the Arts Foundation Director, Head of Philanthropy and Brown Bread Founder/Arts Foundation Revenue Lead with all aspects of fundraising and arts engagement through The Arts Foundation Te Tumu Toi.
Provide support for events, fundraising products, CRM and donor administration

Functional Relationships           
Reports to

• Director - Arts Foundation Te Tumu Toi – Jessica Palalagi

Works with

• Founder - Brown Bread / Arts Foundation Revenue Lead - Jo Blair
• Head of Philanthropy – Stacey Ogg
• General Manager Brown Bread & Arts Foundation Accountant – Keiren Nelson
• Arts Foundation Comms and Engagement Team
• Arts Foundation Events Team
• Arts Foundation Trustees

Key Accountabilities and Tasks

Donor Administration

Responsible for helping administer and steward the donors of Arts Foundation Te Tumu Toi – as well as supporting the team administratively to secure new donors.

• Manage all gifting and receipting of donors via the CRM system
• Supporting the Head of Philanthropy and Arts Foundation Revenue Lead to develop and deliver monthly touch-point plans to attract, administer and nurture giving relationships
• Administer major gift agreements
• Support with email follow-ups after donor recruitment events
• Create segmented invitation lists from the donor/prospect databases in a timely manner (i.e. lists based on geographical location, different giving levels, etc)
• Ensure delivery of all contracted benefits for Arts Foundation donors – posted packs, invitations to events, etc
• Brainstorm, pitch and administer the development and delivery of fundraising auctions and raffles - as well as delivering auction benefits for winners. Manage the delivery of this project with support of Arts Foundation team.
• Assist with organising meetings or small events to help team pitch to prospective donors
• Effectively and innovatively utilise Monday.com for database management and project planning
• Manage mail-merges and outgoing communications with Comms team

Sponsorship Support

Responsible for helping administer and manage the relationship of the Arts Foundation Te Tumu Toi strategic, product and business partners - as well as supporting the team administratively to secure new partners.

• Support team on the development of sponsorship proposals for The Arts Foundation Te Tumu Toi
• Once sponsorship is secured - manage the relationship by ensuring the delivery of all contracted benefits
• Ensure timely invoicing of sponsorships
• Contract all sponsors agreements
• Brainstorm, contract and manage all in-kind sponsorships

Reporting

Be responsible for the accurate and timely tracking and reporting of all Arts Foundation Te Tumu Toi revenue targets, KPI’s and databases.

• Track all revenue KPIs
  • Report monthly on individual giving progress and prepare revenue reports for the Board (meeting every 2 months)
  • Deliver Revenue KPI reporting annually
• Track and update all donor information, conversations and milestones in Arts Foundation database, in a timely manner

Event & Artist Awards Programme Support

Assist the Arts Foundation Director and Arts Foundation Revenue Lead in delivering quality donor events and awards programmes for the Arts Foundation Te Tumu Toi.

• Support the Arts Foundation Director with the coordination and administration of the selection panels for Arts Foundation Te Tumu Toi, as well as the relationship management of the award winners and delivery of award winner benefits.
• Manage small donor-based events from start to finish including:
  • Manage invites, and coordinate RSVPs
  • Liaison with suppliers
  • Taking the brief from the team, and making it a reality
• Briefing in collateral for the event to internal designers
• Production co-ordination on the day
• Event runner duties - collecting and delivering, as required
• Coordinating thank you gifts and notes post event
• Other duties, as required
• Driving timelines and ensuring key deadlines are always met
• Ensuring financial budgets are accurately tracked and managed (notifying the event lead of any issues in a timely manner)
• Manage production and logistics booking in a timely manner
• Develop content for event materials and work with comms team and internal designers to deliver
• Coordinate artist travel and day-of itineraries
• Effectively and appropriately communicate with the Board, donors and artists on behalf of Arts Foundation Director and Arts Foundation Revenue Lead
• Support travel arrangements of Arts Foundation Trustees when required
• Prepare and process on-brand documentation - including classified documents, files and correspondence
• Coordinate meetings, functions, speaking engagements, and workshops as required - assemble appropriate material and manage venue, attendees and catering/manaaki as required

Brown Bread Team and Culture

• Work with the Brown Bread Agency GM on resource planning and contract efficiency reporting (feeding in Communications Team workflow, schedules and capacity insights)  
• Live the values of Brown Bread and the policies as outlined in the Brown Bread Handbook
• B-Corp player: Be involved in the environmental and social strategies that ground Brown Bread 
• Attend occasional out-of-work-time events to understand what Brown Bread does, who is in its community and to help ‘give’ benefits to different pro-bono clients 
• Be guided by our company mission and in particular the following accepted principles:

1. Acknowledging Te Tiriti o Waitangi (the Treaty of Waitangi) as the foundational document of Aotearoa New Zealand which describes the relationship envisaged by the Rangatira of the hapū with the British Crown; 
2. committing to give effect to the articles of Te Tiriti o Waitangi by being guided by our values of mana ōrite, kotahitanga and manaakitanga;
3. respecting and validating the diverse identities of all people and communities and in particular those who experience discrimination and marginalization because of their identity (ethnicity, gender, ability, sexual identity, age, class etc); 
4. enabling positive social change in growing equitable and thriving communities, by inspiring and enabling people and communities to reach their full potential, to take ownership of their future and create sustainable positive outcomes for all stakeholders; and maintaining high standards of professionalism, integrity and ethical conducts

This position is based on a 40 hours per week, based in Tāmaki Makaurau Auckland, some domestic travel may be required.

This document is subject to reasonable amendments from time to time by the employer to reflect the changing requirements of the position.