Secretariat (Company Administration and Operations)

Position Summary

As the Secretariat for Company Administration and Operations at AGAM Theatre Lab, you will play a crucial role in advancing the mission of promoting Tamil Language Theatre in Singapore.

Reporting directly to the founder and Board of Directors, you will assist in the overall operations, finances, marketing, public relations, community outreach, and fundraising activities. This position requires strong organizational skills, and the ability to work collaboratively across multiple stakeholders.

Your responsibilities will include ensuring compliance with regulatory requirements, adhering to charity governance standards, maintaining transparency in financial administration, and upholding best practices in all operational areas.

Job Description: Secretariat (Company Administration and Operations)

Level: Executive

Reports to: Executive Director

Key Responsibilities

1. General Operations, Finance Administration & Company Administration

Board and Governance Support

• Facilitate smooth transitions of AGAM Boards, working closely with outgoing and incoming committees to ensure continuity
• Prepare agendas, materials, and minutes for board meetings
• Coordinate board member communications and follow up on action items

Financial Reporting and Compliance

• Handle half-yearly reports and annual reports to the respective government bodies, ensuring accuracy and timely submission
• Coordinate with external auditors for annual financial audits
• Ensure proper financial record-keeping and coordinate with the chartered accountant for reports
• Process invoices, track expenses, and manage accounts payable/receivable
• Assist in basic financial tasks, including processing invoices and expense tracking

Day-to-Day Administrative Operations

• Oversee the day-to-day administrative functions across the organization
• Coordinate meetings, prepare reports, and manage documentation
• Oversee office administration, including filing, record-keeping, and document management systems
• Manage office premises, including maintenance and cleanliness, and maintain an organized office environment
• Handle calls, emails, and correspondence with professionalism and efficiency
• Manage office supplies and equipment
• Assist in scheduling meetings and events, and update and coordinate calendars
• Draft, edit, and proofread various documents for internal and external use
• Disseminate information to staff, artists, and stakeholders in a timely manner
• Manage communication with external partners, vendors, and collaborators relating to programs or projects
• Assist with relevant grant applications in relation to company and programmes
• Assist with the relevant permit applications

2. Community Outreach and Engagement

Marketing and Communications

• Support the Partnerships and Outreach manager on social media updates and online promotions to increase visibility and engagement
• Assist in marketing material distribution, including brochures, flyers, and digital content
• Coordinate with marketing team or external vendors on promotional campaigns
• Maintain website content and ensure information is current and accurate

Community Relations

• Build and maintain relationships with community partners, cultural organizations, and sponsors
• Represent AGAM Theatre Lab at community events and networking functions when required
• Coordinate outreach initiatives to engage diverse audiences

3. AGAM Children's Theatre

Program Coordination

• Support the outreach to parents and trainers for AGAM Children's Theatre programs
• Coordinate scheduling, registration, and logistics for children's theatre activities
• Generate invoices and receipts for program fees
• Maintain database of participants, parents, and program feedback
• Assist in the planning and execution of children's theatre performances and showcases

4. Facilities Management

• Oversee the day-to-day operations and maintenance of the black box theatre and studio spaces
• Coordinate facility bookings, scheduling, and space allocation for rehearsals, performances, and events
• Ensure facilities are clean, safe, and properly maintained at all times
• Manage facility-related vendors, contractors, and service providers for repairs and maintenance
• Co-ordinate regular inspections of theatre equipment, lighting, sound systems, and technical infrastructure
• Coordinate with technical staff on equipment needs, inventory, and upgrades
• Ensure compliance with safety regulations, fire codes, and building requirements
• Manage facility access, security systems, and key/access card distribution
• Oversee setup and breakdown of spaces for different events and productions
• Maintain facility usage logs, maintenance records, and equipment inventories
• Coordinate emergency repairs and respond to facility-related urgent issues
• Liaise with building management (if applicable) on shared facilities matters

5. Ticketing and Box Office Management

Ticketing Operations

• Manage ticketing systems and platforms for all AGAM Theatre Lab productions and events
• Set up and configure ticket sales for performances, including pricing tiers, seating arrangements, and discount codes
• Monitor ticket sales and provide regular reports to leadership and production teams
• Process ticket orders, refunds, and exchanges in accordance with organizational policies
• Coordinate with online ticketing platforms and third-party vendors
• To be manage the Front of House for all AGAM Theatre Lab Productions

Box Office Administration

• Oversee box office operations during performance runs, including staff scheduling and training
• Manage will-call lists, guest lists, and complimentary ticket allocations
• Handle customer inquiries related to ticketing, seating, and accessibility accommodations
• Maintain accurate records of ticket sales, attendance figures, and revenue
• Reconcile daily box office receipts and prepare financial reports
• Coordinate with front-of-house staff to ensure smooth patron experience

Audience Relations

• Respond to patron inquiries via email, phone, and in-person
• Manage audience database and maintain patron contact information
• Support group bookings and special ticket packages
• Support ticketing-related complaints and resolve issues professionally

Ideal Candidate Profile

We are looking for someone who is:

• Highly organized with exceptional attention to detail
• Proactive and self-motivated, able to work independently and take initiative
• Financially literate with experience in basic accounting or financial administration
• An excellent communicator, both written and verbal
• Skilled in office software including Microsoft Office Suite amd Google Workspace
• Adaptable and flexible, comfortable with the dynamic nature of arts administration
• Passionate about the arts and committed to promoting Tamil language and culture
• Willingness to work additional hours and outside office hours when necessary.

Qualifications

• Diploma or Bachelor's degree in Business Administration, Arts Management, Accounting, or related field
• Minimum 1-3 years of experience in administrative or operations roles
• Experience in non-profit or arts organization is highly desirable
• Familiarity with Singapore's charity and regulatory compliance requirements is a plus

What We Offer

• Opportunity to contribute to the growth of Tamil Language Theatre in Singapore
• Collaborative and creative work environment
• Professional development opportunities in arts administration
• Engagement with diverse artists, communities, and cultural initiatives

Application Procedure:

Interested candidates should send their applications and addressed to the Hiring Committee, including:

• Latest resume which includes:
• Cover letter detailing qualifications and experience
• Last drawn and expected salary
• Estimated start date