Short Description
IETM – International network for contemporary performing arts is one of the oldest and largest international cultural networks, representing the voice of over 500 member organisations and individual professionals working in the contemporary performing arts worldwide. We create, organise and execute a large range of activities each year, for our members and the wider performing arts sector. These include small and large events all over the world, advocacy actions and campaigns, research and publications, training and community engagement. In addition, we pioneer dialogues and initiate developments on the most pressing topics in our sector and society at large.
The full-time Production Assistant supports the Programme Manager – Events and the Communications and Events Manager in planning and managing IETM’s events, which are held at various international locations, online and on occasion in Brussels, often in collaboration with local partners and organisers. Events range from small-scale meetings of approximately 30 participants to large-scale gatherings of up to 600 attendees, incorporating a comprehensive programme of keynotes, talks, workshops and artistic elements.
We are looking for a hands-on Production Assistant with strong organisational and administrative skills. This role is particularly suitable for people taking their first steps in an arts career or in the early stages of their professional development. The Production Assistant is line-managed by the Programme Manager – Events.
Job description
Event Administration
● Set up meetings, prepare agendas and minute meetings.
● Draft and issue contractual agreements for speakers and facilitators.
● Draft and issue invitation letters for speakers and participants to secure visas and funding.
● Monitor and update budgets, providing information on event expenditure and income.
● Collect and organise invoices, expense claims and receipts, ensuring they are submitted to the Administrator in the required format.
Event Logistics & Management
● Use and maintain planning systems to track project progress according to agreed priorities.
● Book travel and accommodation for speakers and team members, prepare travel itineraries.
● Collect and arrange access requirements for speakers and participants.
● Act as a central point of contact for speakers and guests in advance of the event and on site, including assisting with any practical needs that arise.
● Support the delivery of events as required, e.g. purchasing stationery and equipment, setting up technical requirements (e.g. captioning), stage managing live and online events, providing support to participants.
● Support the Communications & Events Manager with incorporating environmental guidelines into event design and reporting on environmental measures (the Production Assistant is a member of the IETM Green Team).
● Set up and manage Zoom and other platforms for online public events, including managing recordings.
Event Registrations
● Set up, manage and update event registrations and ticketing on IETM’s customer relationship management software (CiviCRM), for in-person and online events.
● Produce event registration lists and reports.
● Answer enquiries and assist participants with event registration procedures, payment of registration fees, refunds.
● Manage accreditation for speakers and guests.
Event Content
● Support the Programme Manager – Events and project partners in developing the content of the event programme, e.g. by undertaking research on topics and speakers.
Responsibilities shared with other Secretariat members
● Attend and contribute to weekly team meetings.
● The Production Assistant is a member of the IETM Green Team, contributing to the organisation’s environmental policy and action plan, e.g. by collecting data on travel emissions and implementing actions.
● Contribute to the evaluation of projects and events.
● Monitor the general IETM inbox and answer enquiries.
● Work as a member of the Secretariat team, engaging in cross-organisational collaborations, supporting and contributing to other team projects and programmes, offering perspectives on relevant topics to ensure the success of collective initiatives.
● Undertake other reasonable duties that may be determined by the Programme Manager –
Eligibility
● Experience of coordinating projects or activities and/or experience of undertaking administrative tasks. This experience may come from paid employment, internships, work done in a voluntary capacity, education or personal projects. Please provide evidence of this experience in your application.
● A bachelor’s degree or equivalent work experience.
● Demonstrable interest in the performing arts and the wider cultural sector.
● Able to use basic office software (e.g. Microsoft 365, Google Suite and Zoom) and have the confidence to learn other applications as required, e.g. databases, accounting software.
● Fluency in spoken and written working English (knowledge of French, Dutch or other languages is a bonus) and ability to communicate effectively both in writing and in person.
● High level of attention to detail and administrative accuracy.
● Able to build and maintain excellent relationships with the team, external partners, members and participants.
● Able to work both independently and within a team.
● Able to develop strategies in order to manage multiple demands on time and to prioritise in a busy environment.
● Commitment to inclusion, diversity, equity, access and sustainability.
● Experience of working in an international environment or on international projects is a plus.
How to Apply
To apply, please email your CV and a cover letter describing your suitability for the role to recruitment@ietm.org, using the subject line Production Assistant application.
Program Benefit:
This is a full-time position (38 hours per week) located in Brussels, Belgium. We offer a hybrid working model where we aim for a balance between home and office work. The IETM team meets regularly at the IETM office and weekly presence at the office is required. Due to renovation of our office space at the Kaaitheater, IETM is temporarily relocated at Rue Gallait 78, 1030, Schaerbeek.
● The wage is based on the Flemish salary scales for the performing arts sector (CAO PC304) Scale C+.
● This is a permanent contract.
● Benefits include luncheon vouchers per day worked and a monthly contribution towards the use of public transport.
The selected candidate is expected to work Monday to Friday (core working hours between 9:30 and 17:30). They normally will not be asked to work longer than 38 hours per week. Hours can be flexible to suit the employee, however they will not normally start before 08:00 and will not continue after 19:30. Weekend work is required in connection to IETM events and exceptional representation at external events. This is not expected to exceed six weekends per year and overtime will be compensated in time off.
Entry Fee
None
Location
Brussels, Belgium
Timeline
- Application Deadline: 27 October 2025
Website Link: https://www.ietm.org/en/news/ietm-is-hiring-two-job-opportunities-available
