Job Opportunity: Executive Assistant, The Washington Ballet

Executive Assistant
Job Description

Department: Artistic / Administration
Position Title: Executive Assistant (EA)
Reports to: Artistic Director (AD), Managing Director (MD) and Board Chair (BC) Classification: Full – Time, Exempt
Location: Washington, DC
Scope:
The EA enhances executives’ effectiveness by providing information management support; representing the executive to others as required. This position is responsible for supporting administrative duties related to the responsibilities of the MD, AD and BC, it serves as a primary contact point for communications with the AD and MD, and liaises with members of the Board of Directors at-large.

Responsibilities:
• Manages the daily schedule of activities, events and meetings for AD and MD
• Conserves executives’ time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating communications • Coordinates and updates changes to the company master calendar • Fields phone calls and general inquiries made to the AD and MD • Arranges and schedules meetings as requested by or with the AD/MD • Supports daily responsibilities and ongoing projects of the AD, MD and BC • Liaises between the AD and ED and members of the Board of Directors
• Coordinates and prepares agendas and meeting materials for meetings led by AD/ED
• Communicates any studio/meeting/facility use requests for internal/external parties
• Assists on special projects as assigned by AD, MD or BC. This may include conducting industry research, compiling and analyzing data, processing files and contracts, or generating communication
• Facilitates travel arrangements including schedules, itineraries, maps, accommodations, etc. for AD and MD company related travel in a concise print/electronic document; may perform the same for guests of the company in communication with the Company Manager
• Assists with the set-up and restoration of equipment for events and meetings as needed
• Provides administrative assistance to the Artistic Group (Ballet Master/s, Music Director, etc.). Duties may include meeting arrangement, travel coordination (in connection with the Company Manager), answering correspondence, drafting, editing, and posting schedules, generating letters and forms, and processing invoices or reporting budget information to the Finance department.
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies • May serve as manager on duty for assigned performances or events • Other duties as assigned

Internal Contacts:
MD, AD, BC, Artistic Staff, School Directors, Trainee Program Director, Finance Director and department staff, Production Stage Manager, Human Resource Director, Marketing Director and department staff, Development Director and department staff, Health Management Staff, Company Dancers, Company Pianists, School Staff, Stage Management Staff, Wardrobe/Costume Staff, Ticketing Staff and others as needed

External Contacts:
Board Members, constituents, representatives of other arts organizations, artist agents, artists, company guests, members of the general public Positions Supervised: N/A

Qualifications – Education and Experience
• Bachelor’s Degree, ideally with business emphasis and dance/theater studies
• At least 3 years of administrative experience for a similar size performing arts organization
• At least 2 years of non-profit performing arts industry experience in artistic, production or administrative capacity
• Familiarity with MS Office software including Word, Excel, PowerPoint and Outlook
• Advanced typing skills, stenographic/recording skills, strong administrative and business writing skills, high-level time management and presentation skills, and excellent written and verbal communication skills • Previous internal or external customer service experience preferred • Online and offline research experience required

Professional and Technical Competencies:
• In a positive, constructive, and timely manner, actively attends to all administrative and logistical matters pertaining to the daily schedule and planning of the AD and MD
• Maintains constituent confidence and protects operations by keeping select information confidential • Alerts AD and MD of meetings, events and special activities
• Prioritizes work to effectively balance assignments, communications, and relations
• Communicates conflicts, concerns or matters of urgency to appropriate supervisor or company director • Demonstrates exceptional skills in managing administrative responsibilities
• Prepares electronic media presentations and produces information packets for meetings and presentations
• Communicates information with employees and other individuals in a timely manner to ensure clear and mutual understandings • Fosters ongoing positive relationships with individuals encountered • Maintains positive and professional decorum in relations with others
• Effectively and accurately proofs own documents and materials, adhering to contemporary professional business grammar, punctuation and spelling
• Effectively uses office equipment to perform duties in an efficient manner. Produces complete and accurate work in a timely manner • Enthusiastically offers support or assistance to members the staff
• Demonstrates sound project management skills including ability to organize and manage multiple projects simultaneously to meet deadlines and objectives
• Performs other duties as assigned by AD/MD in a timely manner and with a creative and positive attitude
• Works in a detail oriented manner, is resourceful and flexible, and able to handle tasks simultaneously • Demonstrates strong writing, mathematical and analytical skills • Faces demanding situations with tenacity and sensitivity
• Works independently and as part of team

Knowledge of:
• Office workflow / operations
• Basic Theatre operations
• Ballet/Dance company operations

Physical Demands:
• Cyclical working hours – according to season programming
• Evening and weekend hours as required or assigned

Equipment Knowledge and Use:
• Computer and software
• Standard office equipment

This entry was posted in Job Postings, Opportunities. Bookmark the permalink.