Vacancy: Executive (Education and Administration)


Executive (Education and Administration) at Zfin Malta within Arts Council Malta: Basic Salary Maximum €28,843 in 2021 (Grade 5 Maximum, Arts Council Malta) + up to 15% disturbance allowance per annum and up to 10% performance bonus per annum.

Overall Purpose of this Position

Reporting directly to the Agency Administrator, assisting her in the day-to-day running of the agency, whilst also creating and managing the Education and Outreach programme. Duties will range from basic administration, procurement, and creating and managing the Talent Development Education and Outreach programmes, managing the company’s website, contributing to marketing campaigns, and content creation amongst others.


Candidates must be in possession of:



  • A recognised Master’s qualification at MQF Level 7 (subject to a minimum of 60 ECTS/ECVET credits, or equivalent, with regard to programmes commencing as from October 2008) in Arts or Business Administration or a comparable professional qualification


  • A recognised Bachelor’s qualification at MQF Level 6 (subject to a minimum of 180 ECTS/ECVET credits, or equivalent, with regard to programmes commencing as from October 2003) in Dance or Business Administration or a comparable professional qualification


  • Recognised Dance Teaching qualifications 3 years dance teaching experience


  • Excellent knowledge of the local dance sector and how it operates


  • Knowledge of the local public sector and how it operates


  • Knowledge of procurement procedures.

Main Duties and Responsibilities

The selected candidate shall perform the below duties:




Administration Duties


  • To manage all ŻfinMalta facilities, including office equipment and maintaining office systems, ensuring office is kept clean and has a welcoming environment and ensure that the clerk acts as the first point of contact for ZfinMalta include phone calls, emails & mail


  • To assist the Agency Administrator & Producer including box office, leaflet delivery for performances in Malta


  • To coordinate the obtaining of quotes for productions


  • To coordinate the obtaining of for flights and accommodation for the company, visiting teachers and creative collaborators


  • To oversee the setting up of Board and Agency meetings and contribute to and take minutes during such meetings


  • To contribute to reconciliation and management of petty cash


  • To carry out procurement related tasks as required by the Agency Administrator


  • To contribute to profit & loss reporting


  • To manage and take note of any procurement related paperwork


  • To manage the office’s filing system


  • To process report, returns or other documents that from time to time as required by the Agency Administrator and as is necessary to satisfy requirements for reporting to management Assist and monitor obtaining, filing and submitting legal documents that include visas and other touring documentation


  • To assist and monitor logistics with partners for national and international performances


  • To advise the team on all matters that fall within the responsibilities of the position


  • Assisting the Agency Administrator in constantly updating the financial plans of ZfinMalta


  • To assist the Agency Administrator in managing the identification of business needs in respect of IT and the process for satisfying those needs throughout the acquisition of the necessary hardware, software, training and ongoing support


  • To assist the Agency Administrator in establishing and maintaining a resource centre and archiving system for storage of records and other documents


  • To support the administration in auditions, staff recruitment and interviews


  • To act as ambassador for ZfinMalta


  • To support colleagues at all times and be willing to take on any other reasonable duty in order to ensure that the agency performs at its best


  • To comply to/with ZfinMalta policies


  • To assist in the implementation of audience development and marketing strategy, report on progress against targets in partnership with the Production Manager, and revise it annually


  • Occasionally contribute to content writing for website, social media and press releases, if necessary Manage ŻfinMalta’s website – with the team’s contribution

Education and Outreach:


  • Manage the work of the Education and Archiving Officer


  • Contribute to the creation of collaborations with educational facilities

Create and manage the Talent Development Programme including:


  • Artist in Residency programme


  • Summer School


  • Christmas & Easter Intensives


  • Company open classes

Create, coordinate and manage the Education and Outreach programme including:


  • Culture Pass


  • Company Insight workshops


  • Ziguzajg Festival Project


  • Kreattiv Project Workshops and classes based at the company studios and on tour


  • Company residencies

Administration, Marketing & Project Management of the above, to include:


  • Creating concepts for the projects


  • Structuring projects and content


  • Seeking sponsorships/funding possibilities to support the projects


  • Recruitment of participants


  • Coordination of participants


  • Main point of contact for workshop and E&O enquiries


  • Data collection for Arts Council Malta Evaluation of programmes


  • Creation of new projects Project Management/Coordination of each project, including finding all suppliers/service providers to work on projects, such as lighting, sound, costumes, choreographers, set designers, etc


  • Take care of online marketing and other PR & Marketing possibilities for the Education & Outreach projects, with the support of the Agency Administrator and the Marketing Agency


  • Manage procurement of Education & Outreach projects


  • Manage budgeting for Education & Outreach projects with the support of the Agency Administrator and Artistic Director


  • Write funding and project applications for Education and Outreach activity with support from the Agency Administrator and Producer


Interested candidates are required to send a letter of application together with a CV and necessary certificates on


Applications are to be sent by not later than 27th March 2021 by noon.


Short-listed candidates will be asked to sit for an interview.






Jobsplus Permit No.: 108/2021 




Published on Friday 12th March 2021