Administrative Manager

Description

Goh Ballet is seeking an Administrative Manager for its location in Vancouver, BC.

 

COMPANY OVERVIEW

Goh Ballet Academy is one of Canada's pre-eminent ballet training institutions, with an enviable international reputation

for excellence. Established in 1978, the Academy is now under the direction of Chan Hon Goh, former Principal Dancer

of The National Ballet of Canada. People are at the heart of our success. We are passionate about bringing great dance

experiences to the widest possible audience; about giving the world’s best creative talent the stage it deserves; and

about providing our people and partners with opportunities to realize their full potential.

 

POSITION OVERVIEW

 

We are currently looking to hire a full-time Administrative Manager to handle multiple responsibilities, utilize different

software for keeping records, implement strategies. The suitable candidate would also provide vital information

management, organizational, and administrative support to the Academy at the Vancouver location. If you possess the

majority of the essential criteria, we encourage you to apply, and we welcome transferable skills from other industries or

backgrounds.

 

CANDIDATE DESCRIPTION

 

You are a dynamic, nimble, organized, detail-oriented and self-motivated individual. You have experience providing

project management and administrative support to high-level executives and can work independently with minimal

instruction. You are thoughtful and trustworthy, yet resilient, flexible and willing to do what it takes to get the job

done to improve our organization. You understand our mission and can play a part in advancing administrative

processes, overall operations and the important work of Goh Ballet Canada.

 

• Post-secondary degree in a related field. (Business administration, arts administration, communications).

Equivalent work experience will be considered.

• 3+ years, work experience in a similar supporting role.

• Excellent verbal and written communication skills.

• Ability to work in a fast-paced environment and assist in organizing priorities and deadlines

• Comfortable with technology, specifically using Microsoft Office 365, G-Suite; Canva or Adobe Creative

Suite an asset.

• Creative and innovative thinking in relation to problem solving; if you don't know something, you'll seek

out the answer.

• Flexible, adaptable, robust, and resilient, willing to go above and beyond. You'll care about the little details

that make the Academy run more smoothly or that make a difference to stakeholders.

• Excellent customer service mindset and the ability to deliver to a high standard of competence.

• Excellent presentation skills.

• The ability to work well under pressure and a proven ability to prioritize, manage and meet conflicting

deadlines.

• Desire to grow with Goh Ballet Canada, taking on increased responsibility and a diverse range of duties as

needed.

 

DUTIES

 

Administrative Management:

• Provide full administrative services i.e. communications with parent communities, word processing, organising

diaries, travel arrangements, and dealing with, and acting upon, written correspondence and telephone

messages, confidential filing, etc.

• Researching, and routing correspondence; drafting letters and documents; collecting and analyzing

information; initiating communications.

• Strong organizational and time management skills including maintaining the Artistic Staff and Director’s

appointment schedule by planning and scheduling meetings, classes, conferences, and travel.

 

 

2
 

• Prepares reports for the board of directors by collecting and analyzing information.

• Prepare budgets, reconcile, and track related income/expenses.

• Effectively contributes to administrative team effort by accomplishing related results as needed.

• Lead the Admin team as delegated by the Director. These tasks could include but are not limited to:

o Annual recruitment targets and retention

o All events, presentations and productions

o Fundraising initiatives

o Marketing, PR and Communication Initiatives

• Review websites and edit content seasonally

• Manage special projects and coordinate across departments and institutions

• Organize and supervise volunteers

 

Events, Production and Project Management:

• Upkeep of administrative procedures related to full planning and execution of all types

of events and presentations including coordination of all staff and on-site support as well as cast scheduling

and commitments.

• Works directly with Artistic Staff to confirm repertoire and costumes required and provides details of all events

in timely and organized manner.

• Maintains accounts billable and receivable for any event or presentation related activities.

• Looks after facility rental and rental needs of third parties.

• Supervises all venue and ticketing sales support.

• Schedules and supervises all front-of-house activities.

• Manages and produces house program.

• Arrange and supervise and assist with load-in/out logistics.

• Supports Director and Executive Assistant with stakeholder relations and sponsorship deal management and

execution.

• Works directly with administrative office to ensure scheduling for all rehearsals is included on the weekly

schedule as determined with the Director and Artistic Staff involved.

• Maintains and updates files and records for Artistic Staff such as casting and other required documentation.

 

Operations & Facilities Management:

• Oversee facility cleaning, hygiene, safety and maintenance and keep track of facility assets.

• Manage IT infrastructure including hardware, software, network, security and backup, support and

maintenance, connectivity issues, troubleshoot other IT problems.

• Manage vendor relations.

 

SALARY & BENEFITS

 

• Salary: $65,000+Dependent on Experience

• Paid vacation and sick days, time-in-lieu.

• Start Date: Immediate.

 

Goh Ballet is committed to employment equity through a process which identifies and eliminates any discrimination in the

organization’s employment procedures and policies. We encourage applications from qualified individuals who identify as

LGBTQ2+, First Nations, Inuit & Métis, people of colour, and people with disabilities. The position will remain open until it is filled.

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