POSITION:                   Artistic Administrator

REPORT TO:                Artistic and Executive Directors

BACKGROUND:

With the completion of the 30th Anniversary Season, Ballet BC seeks an experienced Artistic Administrator to join the team.

Working collaboratively with the Artistic and Executive Directors, Ballet BC Artistic Administrator will play a key role in the overall execution of planning, contracts, and company management, and through devising innovative approaches, contribute to the sustainability of Ballet BC by ensuring sound management practice that supports the development of both short- and long-term goals of the Company.

Ballet BC Artistic Administrator will have a comprehensive understanding of, and experience with, a professional resident and touring Dance Company or other performing arts organization in dealings with logistics of repertoire and programming. Particular focus will be given to interpersonal skills in working with artists, designers, musicians, as well as Ballet BC’s diverse constituencies and patrons.

Combining classical integrity with a contemporary sensibility, Ballet BC is a company of 18 talented dancers from Canada and around the world that is committed to the ballet of today. Solidly grounded in the rigour and artistry of classical ballet, with an emphasis on innovation and the immediacy of the 21st century, the company presents a distinct and diverse repertoire of the most sought-after Canadian and international contemporary ballet choreography. Ballet BC continues its commitment to perform highly acclaimed productions on regional, national and international tours in addition to its regular performance season at the Queen Elizabeth Theatre in Vancouver.

Company Related Responsibilities

• Serve as Ballet BC company representative with presenting and producing partners, as well as general public;
• Liaise with dancer representatives and ensure that the Addendum is adhered to by both the dancers and the artistic staff;
• Attend critical performances, residencies and special events;
• Prepare, deliver and receive Dancer Letters of Intent, Dancer Contracts and inform administration of dancer engagement’s;

• Write applications for work permits for International Dancers, filing appropriate documents to ensure applications for work permits are successful, and that dancers understand the process and receive appropriate documentation before entering Canada;
• Manage all dancer injuries and claims –filing forms (WCB) and timely follow up;

• Advise dancers on their physical welfare, emergency services and medical advisors / health care practioners;
• Advising dancers on eligibility for permanent resident status and other applicable CIC programs;
• Liaison with marketing to facilitate receipt of all required bios and head shots;
• Proofing of program credits;
• Assisting AD with letters of recommendation and other correspondence.

Shared Company Responsibilities

• Coordinate media, marketing & communications, photographers, camera operators, and guests with AD, Rehearsal Director, and dancers, during the artistic work day;
• With Controller, maintain Dancer records of overtime, meal breaks, and changes to the dancers work weeks and changes to days off;
• With Director of Production, AD and Rehearsal Director, manage a yearly calendar for the Dancers, noting critical time off, contract deadlines, etc.

Artist Related Responsibilities

• Draft Guest Artistic Contracts for Choreographers, Repetiteurs, Rehearsal Assistants, Designers, Composers of original music including terms, fees, payment schedules, artistic considerations;
• Communicate all contractual concerns and issues to AD and ED;
• Negotiate and revise agreements as necessary;
• Obtain fully executed contracts;
• Apply for work permit approvals for all guest artists, choreographers, designers, guest dancers, and track changes to the Visa and Immigration policy as it affects the application process;
• Liaise with AD and ED to ensure that BBC fulfils the requirements for work permits;
• File appropriate documents to ensure applications for work permits are successful;
• Ensure that artists understand the process and receive appropriate documentation before entering Canada;
• Coordinate Guest Artist logistics - travel, accommodation, per diem;
• Accurately report to Director of Production, guest artists logistic costs for each production;
• Prepare cheque requisitions for contracted artists in accordance with contracted payment schedules, ensuring timely accurate payments for Guest Artists;
• Maintain a summary document of Guest Artist contract details, including payment amounts, dates, travel, hotel and per diem, for each season, allowing for season by season comparison;
• Prepare cheque requisitions for Artistic royalties and ensure payments are made at year end;
• Research issues connected with immigration that can affect Ballet BC hiring staff.

Shared Artist Related Responsibilities

• Assist AD and Rehearsal Director with all aspects of Local dancer auditions;
• Coordinate Audition Tour Logistics, advertising, venue procurement, scheduling and travel, attend the tour; retain and catalogue dancer resumes and videos, prepare letters of response.

Production Related Responsibilities

• Attend production and staff meetings;
• Maintain and distribute dancer, administration and production contact lists;
• Arrange dancer hospitality during local productions;
• Research to determine which music is public domain and which is not;
• Contact recording companies for rights and publishers for performance permission;
• Ensure that contracts are received and the terms are met (usage and program credits);
• Arrange payments and royalties for all contracted music.

Shared Production Responsibilities

• With Rehearsal Director track studio hours month to month;
• With Director of Production and Rehearsal Director document all studio maintenance concerns and remedies;
• With Audience Services coordinate comp ticket requests for dancers and guest artists/personnel.

Essential

• Strong interpersonal skills with the ability to work independently and effectively as part of a team that may comprise individuals with varied personalities and working styles.
• Ability to set priorities, balance demands of multiple tasks, and meet deadlines.
• Meticulous attention to detail, strong organizational and analytical skills.
• Outstanding communication skills.
• Experience working in the arts and with artists is preferred, with particular interest in the mission, programs, and future plans of Ballet BC.

The post holder must at all times

• Be familiar with the Company’s internal operating guidelines and requirements.
• Regardless of the time constraints and demands on time, remain professional and convey an attitude of helpfulness, collaboration and concern.

·         Demonstrate initiative and autonomy.

• Recognize overlaps, and understand when flexibility is required.
• Maintain and communicate a positive image of the Company.

The above list is not exclusive or exhaustive and the post holder will be required to undertake such duties as may reasonably be expected within the scope of the post. All members of staff are required to be professional, co-operative and flexible in line with the needs of the Company.

An energetic, results-oriented administration professional, the Artistic Administrator will have the following minimum required qualifications:

• A Bachelors or higher degree from an accredited university or college in a related field, or equivalent experience;
• Five years of successful experience in administration and relationship building;
• Strong project management skills with the ability to balance multiple projects, competing demands, and changing priorities.

HOW TO APPLY:

Interested candidates should submit the following:

• cover letter
•  résumé

Electronic applications preferred.  Please submit applications and support material to: dmack@balletbc.com. Applications may also be submitted by mail to:

Derek Mack

Director of Operations and Production

Ballet BC

6th Floor – 677 Davie Street, Vancouver, BC   V6B 2G6 

APPLICATION DEADLINE:  June 30, 2016, 5pm

SALARY:  Commensurate with experience

Ballet BC is an equal opportunity employer.