Executive Assistant to the Executive Director
- Established as a classical company by founder Celia Franca in 1951, The National Ballet of Canada is the only Canadian ballet company to present a full range of traditional full-length classics. In addition to its classical repertoire, the company also embraces contemporary works and encourages the creation of new ballets and the development of Canadian choreographers.
- Canada's premier dance company has performed for over 10 million people. The National Ballet performs annual Fall, Winter and Summer seasons plus The Nutcracker. The National Ballet has toured in Canada, the U.S., and internationally with recent appearances Hamburg, San Francisco, London and Paris. The National Ballet is committed to outreach and education for families and youth who may not otherwise have the opportunity to experience the joys of ballet. The company has a wide range of age appropriate programmes designed to engage with schools and children in the Greater Toronto Area and communities across Canada. YOU dance, the National Ballet’s signature programme, is designed to introduce students in grades four, five and six to the world of dance through free workshops and performances. At its Walter Carsen Centre, the National Ballet’s In Studio offers the general public a wide range of dance fitness classes.
- The National Ballet employs 120 artists, dancers and musicians, in addition to 130 permanent and part-time production and administrative staff. All of the costumes and sets are built at The Gretchen Ross Production Centre, located in Scarborough. As a pre-eminent builder of full productions for ballet in North America, the National Ballet regularly rents out sets and costumes to ballet companies around the world.
- The National Ballet of Canada is hiring an Executive Assistant to the Executive Director to oversee the Executive Director’s calendar and coordinate projects and initiatives as assigned by the Executive Director. The Assistant to the Executive Director acts as a representative of the Executive Director and presents a professional image by interacting knowledgeably and courteously with internal and external stakeholders. The Assistant to the Executive Director is also responsible for facilitating the applications and reporting to all Government agencies and coordinating the governmental relations activities of National Ballet of Canada leadership. The ideal candidate has experience supporting a high-level Executive, is highly professional, self-motivated, proactive, discreet and highly organized.
- Anticipating needs and providing day-to-day administrative support to the Executive Director including handling correspondence, managing complex calendar management and working with internal/external stakeholders to coordinate meetings
- Arrange complex travel plans providing itineraries, agendas and preparing meeting related documents and support materials
- Conduct research and produce a variety of confidential, specialized documents and manage special projects as directed by the Executive Director
- Organizing/scheduling senior management meetings, writing and distributing minutes, and follow-up on action items
- Coordinating, preparing, assisting in the writing of, and submitting annual government grant applications and reports as well as for individual programs and ensuring proper compliance of requirements of grant recognition (Canada Council, Ontario Arts Council and City of Toronto operating grants)
- Ensuring relevant government grant archival records are maintained
- Administering privacy officer site including writing appropriate responses and ensuring that any concerns expressed by the public with respect to mailing, telephone and email lists, and privacy issues are resolved by appropriate departments
- Complete the Executive Office budget, expense reconciliation and reporting
- Interacting knowledgeably and courteously with many stakeholders including Board members, VIP’s, Government officials and partners, leaders in the Arts & Business communities and Senior Management team
- Manage administration of CreativAction Programme
- Other administrative and support responsibilities as required
DESIRED SKILLS AND EXPERIENCE
- University degree along with 5-7 years experience supporting members or a member of an executive management team strongly preferred, degree in Business Administration or Management or related field considered an asset
- Proficiency in Microsoft Office Applications (Word, Excel, Outlook), SharePoint an asset
- Exceptional written and verbal communication skills. Experience with proper business writing, formatting and minute taking/writing
- Strong interpersonal skills, ability to interact effectively with Board members, high-end major donors and government officials
- Exercise sound judgment and a high level of discretion. Maintain absolute confidentiality to sensitive matters
- Highly organized and detail oriented and capable of juggling multiple tasks with changing priorities
- Work self sufficiently, make decisions to direct and action appropriate follow up
- Knowledge of the art form and the arts community would be considered an asset to exercise independent judgement
- An institutional knowledge of the Company and the Board considered and asset
Qualified candidates should forward their resume, cover letter, and salary expectations to Kathleen Matatya, Manager, Human Resources to HR@national.ballet.ca with the subject heading: "Executive Assistant to the Executive Director" by no later than May 10, 2019. Resumes will be reviewed as soon as they are received. We thank all applicants for their interest; however, only those selected for an interview will be contacted. Successful candidate will be subject to a criminal background check.
The National Ballet of Canada is committed to accommodating applicants with disabilities throughout the hiring process, in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). The Human Resources department will work with applicants requesting accommodation at any stage of the hiring process.