Job Title: Trusts, Foundations, Partnerships Coordinator

Reports to: Strategic Partnerships Manager 

Location of Job: Sydney on Gadigal Land or Melbourne on Wurundjeri Land
(Other Capital City locations considered)

Appointment type: Full-time permanent


Musica Viva Australia’s Vision

An Australia where chamber music thrives and where people of all ages, cultures and communities have access to, and learn to appreciate, the vital role of music in building a stronger, more creative world.

Purpose of Position

The Trusts, Foundations, & Partnerships Coordinator plays a vital role within both the Development Department as part of the team’s administrative backbone. 

The position exists to deliver writing, editing, and database support, budget maintenance and other administrative duties related to Musica Viva Australia’s fundraising activities across Corporate Partnerships and Trusts & Foundations within the Development team.

Reporting/working relationships

The position reports to the Strategic Partnerships Manager and works in close collaboration with teams across the organisation.



Communications, Campaigns & Collateral

  • Work with the Development team to prepare content such as partner collateral, performance programs, annual reports and all other communications as required.
  • Work with Digital Marketing colleagues to ensure partner-specific website and consumer-facing information is correct and up to date.

Strategic Partnerships

  • Develop and maintain key stakeholder relationships with partners to ensure objectives are reviewed and met and exceeded, including:
    • Work with the Strategic Partnerships Manager, Director of Development, and Director of External Affairs to ensure the delivery of deliverable outcomes with efficiency and excellence;
    • Assist in the creation of applications, reports, and acquittals as required;
    • Assist with relationship management for all current and prospective funders, providing support with ad-hoc requests and ensuring they receive all program updates where possible and are included in all event invitations; and
    • Support prospect research;
    • Attend meetings, performances and other events as required.

Database Management (Tessitura)

  • Create custom reports, lists & extractions, as required.
  • Maintain current knowledge and implement changes with regards to strategic partners as required.
  • Assist with basic customer lists (Tessitura) and organising customer data updates as required.
  • Support the extraction of data lists for larger campaign specific mailouts and EDMs.
  • Ensure accuracy of all strategic partner records in the Company database (Tessitura), including recording relevant interactions & maintaining accuracy of contact information.

Event Support

  • Assist with the delivery of partner-specific events nationally, including:
  • organising logistics for Sydney partner events;
    • managing and dispatching invitation requirements;
    • ensuring RSVP and all event related information is tracked in the database (Tessitura); and
    • tracking all event expenditure against budget and reporting on any contributed income.


  • Supporting the team to maintain accurate financial records, including tracking partnerships expenditure against budget, tracking contributed income on budget and forecast documents, upkeeping budgets and processing invoices as needed.
  • Supporting the development of relationships with industry stakeholders and advocates and represent Musica Viva Australia, enhancing perceptions and raising profile.
  • Engage constructively with supporters, subscribers, external agencies, contractors and staff of Musica Viva Australia, contributing to the smooth operation of the organisation and the fulfillment of its mission.
  • Play a part in promoting the importance of Development within the organisation and the role of all staff in providing excellent experiences for our partners, supporters, and patrons.
  • Attend and contribute to Development team meetings.
  • Undertake any tasks requested by the Development Director within the scope of the position.
  • Assist Development Team members with any other administrative duties as required.

Organisational Responsibilities:

  • Maintain healthy work relationships with volunteers and other staff members.
  • Attend meetings as required.
  • Contribute to regular and ongoing quality improvement and funder-required accreditation activities.
  • Participate in professional and performance development activities and remain up-to-date on current knowledge and skills related to the position.
  • Take reasonable care for his/her own health and safety and for the health and safety of anyone else who may be affected by his/her acts or omissions at the workplace.
  • Hold a valid Working with Children Check. MVA will cover the cost of obtaining or renewing the check.
  • Maintain the highest ethical standards, confidentiality and cultural awareness when dealing with others.
  • Adhere to workplace policies, procedures and systems, as amended from time to time, in particular those that address workplace health and safety, anti-discrimination, bullying and harassment and privacy.
  • Contribute to the overall well-being of the organisation and avoid participation in any activity that might be harmful to the good operation, health, or reputation of the organisation.
  • In addition to the duties outlined above, the position holder is also required to perform such other duties as may be directed, provided these are within his/her competency or training from time to time.

Knowledge, Skills, Qualifications & Abilities:

  • Tertiary qualifications in marketing, arts/entertainment management or related area with a desire to undertake a career in the arts.
  • Excellent relationship building skills with an appreciation of good customer
  • Attention to detail with excellent oral and written communication skills.
  • Systematic problem solver and researcher – proficiency in collating and analysing information.
  • Process-oriented, efficient and well organised demonstrating an ability to prioritise workload and triage deadlines.
  • Well-presented, demonstrating confidence and a passion for the arts.
  • Knowledge of Tessitura or similar donor database/CRM programs.
  • Experience in, and/or an understanding of basic marketing
  • Digitally savvy and comfortable with technology, email marketing and including social media platforms.
  • Proficiency in Microsoft Office (Word, Excel, PowerPoint & Teams).
  • Ability to undertake occasional out of hours work for concerts and events.
  • Ability to write and proofread marketing copy.
  • A positive, solutions-focused attitude, with an eagerness to learn and
  • Interest in and/or knowledge of InDesign and Photoshop desired.
  • Knowledge of email marketing systems desired.
  • Knowledge of the arts scene, classical music and music education, in particular desired.


To apply:

Send your resume and a letter (maximum 2 pages) introducing yourself and addressing the essential and desirable qualities detailed above to 

Note: In the subject of the email add the following code TFPCOORD24 and your full name. Applications not including this code may not be correctly processed.

Inquiries regarding the role can be made by contacting Jennifer McCleary People & Culture Manager by email

Musica Viva is a family friendly and flexible employer committed to equity and inclusion. We welcome applications from First Nations people and people from diverse cultural and regional communities.

We welcome applications from people who identify as having a disability. If at any stage of the recruitment process, you require any accommodation due to a disability please let us know.


Applications close: Monday 29 January 2024