10th March 2019
Written by YPIA | 10th March 2019

Young People in the Arts Assistant Project Managers & Administrative Manager

About Young People in the Arts
Young People in the Arts (YPIA) is a social network for arts professionals at the outset of their careers. We run a monthly programme of talks, professional development opportunities and networking drinks YPIA has a diverse membership base covering all major arts disciplines, and although currently most of our activity is based in London, we are increasingly branching out into other regions in the UK.

About the positions
YPIA is run by a team of friendly volunteers, who are all involved in organising events as part of the monthly talks season, and often get involved in aspects of planning, marketing, administration and relationship building as well. We are currently looking to take on some new volunteers to join our committee to help us with the planning and delivery of our season of events in 2019-2020.

Volunteer descriptions:

Assistant Project Manager
Reports to: Director of Planning and Project Managers

  • Assisting with the planning and delivery of our season of events in 2019-2020:
  • Submitting event ideas to the Director of Planning in advance of committee meetings
  • Designing event plans by researching and exploring options for speakers, venues and themes
  • Assisting the Project Managers as and when required
  • Recruiting and liaising with speakers, who are often renowned cultural and creative professionals in the UK
  • Liaising with venues for events, which are mostly prominent cultural locations in central London
  • Preparing handouts for events and assisting the event chair with shaping topics and questions
  • Running the delivery on the night of the event, including registering guests, setting up rooms and audio, handing out programme notes, and potentially some public speaking

Administrative Manager
Reports to: Director of Finance and Partnerships

  • Assisting with administration:
    • Managing the Opportunities page on the YPIA website; liaising with people who want to advertise jobs, uploading adverts onto the website, coordinating invoices for job adverts
    • Liaising with the YPIA website administrators
    • Dealing with incoming enquiries from members, prospective members and general enquiries
    • Coordination and booking of committee meetings
    • Other ad-hoc administrative tasks as and when requested

Person specification
We are looking for enthusiastic new committee members from across the arts industries who are keen to dedicate some of their time and creative ideas to organising events for YPIA and growing our cultural network, while developing experience and learning new skills. We seek people who are not afraid to use their initiative, and who demonstrate enthusiasm for working in the arts. Having a good knowledge of current issues in the arts sector is desirable, and so is previous experience of organising and marketing events.

Practical details
The amount of time you spend on YPIA depends on how much time you’re willing to give, although we usually require you to be on the project teams of at least two events per season. Typically, this means you wouldn’t spend more than four hours per week on YPIA business, and probably much less during periods in which you don’t help to run an event. The current committee all do this alongside full-time jobs, so if you don’t mind giving up a few hours of your time, it is perfectly doable. Full committee meetings take place approximately three times a year, and are held in central London on weekdays after work, typically from 18:30-20:00.

If you require financial assistance with travel expenses to attend any meetings or events, Young People in the Arts may be able to provide assistance. Please email kate@ypia.co.uk if you have any questions about this.

What we can offer you

  • Fantastic opportunity to develop new skills and experience outside of your work or area of expertise in a nurturing and friendly environment.
  • Volunteer with like minded professionals and increase personal networks.
  • Opportunity to boost C.V. in an increasingly competitive market.

To apply

Please send us your CV and a short covering letter or video detailing which position you are applying for, what you think you would bring to the team and what you hope to learn from volunteering with us. The application deadline is Monday 1 April, and interviews are planned in central London after working hours on 8, 9 and 10 April.Please submit your application to Rebecca Johns at rebeccaj@ypia.co.uk.