The National Ballet of Canada is one of the most exciting, innovative arts institutions in Canada, and is regularly ranked among the top ten ballet companies in the world. Established by founder Celia Franca in 1951, The National Ballet of Canada presents a full range of traditional full-length classics and has been an innovative commissioner of new contemporary work by some of the most important choreographers and designers in the world. The National Ballet is deeply committed to the values of equity, diversity, and inclusion across the organization, and through community education programs that bring dance to the broadest possible community.
Reporting to the Executive Director, the Executive Assistant and Board Liaison will oversee the Executive Director’s calendar and coordinate projects and initiatives as assigned by the Executive Director. The Executive Assistant and Board Liaison acts as a representative of the Executive Director and presents a professional image by interacting knowledgeably and courteously with internal and external stakeholders. This role 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. This position is often privy to confidential information and as such, requires a high level of tact, diplomacy and discretion.
General responsibilities include but are not limited to:
Administrative Tasks
- Provide day-to-day administrative support to the Executive Director, including schedule and correspondence management, including government and company-wide communications
- Calendar management includes organization and prioritization of complex demands and requirements
- Prepare briefings and meeting related documents and supporting materials/ presentations
- Develop and maintain administrative procedures and processes
- Prepare and manage budgets; process expense accounts
- Arrange complex travel plans and maintain detailed itineraries
- Plan and execute a variety of internal and external events (e.g. town halls, government events)
- Liaise with stakeholders including Board members, VIP’s, Government officials and partners, leaders in the Arts & Business communities and Senior Management team
Cross-Departmental Projects
- Conduct research and prepare and maintain confidential, specialized documentation; manage special projects as directed by the Executive Director
- Schedule and plan meetings for various working groups; maintain and distribute minutes; track and manage action items
- Coordinate, prepare, proof-read and submit 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)
Board Liaison
- Maintain schedule, governance compliance and record-keeping for two (2) boards and six (6) committees
- Draft, edit and circulate meeting agendas and materials
- Planning and execution of in-person and hybrid events and meetings
- Management of Board operations including committee updates, policies, and online portals
- Coordination of annual filings for governance
- Management of Annual General Meeting including tracking workback plans, running regular AGM committee meetings, and communication with internal and external stakeholders
Qualifications:
- 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
- Proficiency in Microsoft Office Applications (Word, Excel, Outlook), SharePoint an asset
- Highly organized and detail oriented and capable of juggling multiple tasks with changing priorities and the ability to identify critical issues and anticipate project needs
- 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
- Solid problem-solving skills with a solutions based mindset
- Exercise sound judgment with a high level of discretion and maintain absolute confidentiality to sensitive matters
- Experience with project management tools such as Asana considered an asset
- Work self sufficiently, make decisions to direct and action appropriate follow up
- Knowledge of the art form, company and the arts community would be considered an asset to exercise independent judgement
- Ability to work within an integrated and team-oriented environment.
- Previous experience in the performing arts or a not-for-profit is preferable but not required.
This is a 1-year contract to cover a maternity leave, starting in August 2023
Administrative staff are currently working in a hybrid model of office (3x/week) and remote work (2x/week), subject to change.
Qualified candidates are to forward their resume & cover letter as a single PDF to HR@national.ballet.ca with the subject heading: "Executive Assistant to the Executive Director" by no later than May 19, 2023. Please provide your salary expectations in your application. 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 candidates will be subject to a criminal background check. The National Ballet of Canada recognizes its heightened duty to protect employees from health and safety risks during the current pandemic. As such, an offer of employment shall be conditional on proof of full COVID-19 vaccination with a vaccine series approved by Health Canada. This position offers competitive compensation and benefits package commensurate with experience.
The National Ballet of Canada is committed to fostering an inclusive, accessible, and equitable environment where employees feel valued and respected. We are committed to reflect the diversity of our community, our city and our country. We strive to ensure our recruitment and selection processes are bias-free. We welcome and encourage submissions from Indigenous, Black and People of Colour, the Deaf and disabled as well as individuals of all genders, cultures, ethnicities, sexual orientations, and abilities. We are 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.
