Job Vacancy | VAI is looking for Artists & Members Support – Helpdesk Officer

Do you have what it takes to become part of VAI’s team? Are you an visual arts professional who is an objective thinker and a calm‑collected communicator who thrives on helping fellow creators?

• Role: Artists & Members Support – Helpdesk Officer
• Base: Dublin (with travel to events across Ireland & Northern Ireland)
• Report to: Office Manager – work hand‑in‑hand with the whole VAI team

What You’ll Do

• Be the friendly voice and reliable guide for artists navigating grants, commissions, and advocacy surveys.
• Turn complex funding paperwork into clear, actionable steps.
• Keep our help‑desk knowledge base fresh, factual, and balanced.
• Bring kindness, composure, and a “can‑do” attitude to every interaction—online, on the phone, and on‑site at events.

What We’re Looking For

• Calm under pressure + self‑starter mindset.
• Sharp, objective communication skills (no jargon, just clarity).
• Experience with funding applications, commissions, and a bonus if you have research experience.
• A genuine love for the Irish visual arts and a willingness to travel.

Why VAI?

• Work with a passionate, supportive team that values learning from each other.
• Freedom to shape how we serve artists across the island.
• Competitive salary + travel allowance + the chance to make a real impact on Ireland’s visual culture.

If you have made it this far, here are some more details about what we need.

———————————–

Purpose of the Role

Provide first‑line support to Visual Artists Ireland (VAI) members and artists, delivering accurate, balanced information and assistance with funding applications, commissions, and advocacy initiatives. The role combines calm, independent problem‑solving with collaborative learning, ensuring members feel heard, respected, and well‑guided.

Key Responsibilities

Essential Skills & Attributes

• Calm & Composed: Ability to stay level‑headed under pressure and manage high‑volume enquiries without compromising service quality.
• Self‑Initiative: Works independently, identifies gaps, and proposes improvements without needing constant direction.
• Objective Thinking: Provides balanced, fact‑based information; avoids bias or speculation.
• Strong Communication: Clear written and verbal articulation; active listening; conveys empathy and professionalism.
• Kindness & Empathy: Treats all members with respect, fostering a welcoming environment.
• Collaborative Learning: Open to learning from colleagues and sharing knowledge across the team.
• Organisational Skills: Manages multiple tasks, tracks deadlines, and maintains accurate records.

Desirable Experience

• Prior involvement in funding applications (grant writing, budget preparation, submission processes).
• Experience with commissioned artwork projects – understanding contracts, timelines, and artist‑client liaison.
• Exposure to advocacy surveys or community consultation work (design, distribution, data analysis).
• Strong professional knowledge of the Irish arts sector in the Republic and Northern Ireland.

Qualifications

• Minimum 5 years experience in a client‑facing or administrative role within the cultural, nonprofit, or public sector.

Working Conditions

• Based in the Dublin office.
• Regular travel to VAI events throughout Ireland and Northern Ireland; travel expenses reimbursed per VAI policy.
• Standard office hours (Mon–Fri, 9:30 am–5:30 pm) with occasional evening or weekend coverage for events.
• Remote working is not possible with this people facing position.

Performance Indicators

• Response Time: Average first‑reply ≤ 2 hours during business hours.
• Member Satisfaction: ≥ 90 % positive feedback on support interactions (survey results).
• Accuracy: < 2 % error rate in information provided or documentation assistance.
• Knowledge Base Maintenance: Quarterly updates completed and reviewed.
• Travel Compliance: All event travel logged and expense‑reported within policy deadlines.

Application Process

1. Submit a CV and a cover letter outlining how your experience aligns with the key responsibilities and essential attributes.
2. Include a brief example (150–200 words) of a time you delivered balanced, calm support in a high‑pressure situation.
3. Applications should be sent to finance@visualartists.ie before 5:30pm Tuesday, 25th November.

Visual Artists Ireland is committed to diversity, inclusion, and equal opportunity. We welcome applications from artists, cultural workers, and support staff of all backgrounds.