Administrative & Production Coordinator

**Goh Ballet** is seeking an **Admin & Production Coordinator** for its location in **Vancouver, BC (In Person - Onsite).**

**POSITION OVERVIEW**

We are currently seeking an experienced full-time **Admin & Production (Theatre) Coordinator** with a strong blend of technical proficiency, exceptional interpersonal skills, and the ability to manage multiple priorities eloquently. As a part of our administrative team, you will be responsible for streamlining processes, ensuring prompt and effective communication (internally and externally) and supporting the day-to-day operations of the academy.

A background in arts or dance although considered an asset, is not required. Fluency in multiple languages (verbal and written) considered an asset. 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**
- Fluent in English. Excellent verbal and written communication skills, delivered with professionalism efficiently
- Ability to work in a fast-paced environment and assist with priorities, projects and deadlines
- A resourceful problem solver, and trouble shooter
- Proficiency in invoicing, payment processing, computer softwares (M365, Google Suite, Outlook) Must be confident utilizing Word and Excel.
- Ability to work under pressure and keep a calm and approachable demeanour at all times
- Meticulous with documentation, and organization
- 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
- Proven ability to multitask and prioritize. Managing various tasks at hand and meet conflicting deadlines
- The desire and openness to learn and grow through adversity
- Someone who strives for excellence and embraces challenges

**DUTIES**

**General Administration**
- Researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating communications
- Provide administrative assistance to the Artistic Staff (ie. Appointments, schedules, meetings, travel arrangements)
- Prepare, document, tracking of invoices, payments, balances
- Support with Annual recruitment targets and retention
- Assist with all events, presentations and productions
- Contributes and supports fundraising initiatives, non-profit work
- Supporting with any marketing initiatives, PR, communications through various channels
- Support other departments with liaising communications, and support in other administrative tasks as assigned (Artistic, operations, wardrobe etc)
- Provide ongoing support to various administrative responsibilities relating to productions, showcases, special events as required
- Maintenance and upkeep of any Goh Ballet documentations,in accordance with the company’s policies and procedures
- Support management with special events, assessments, auditions, faulty, space utilization (onsite and offsite events)
- Contribute to both internal and external academy communications
- Supervise overall maintenance of building facilities, safety, upkeep and other assets
- Proactively reviewing and assessing effectiveness of programs and operations
- Support and contribute to distribution of marketing materials
- Assist with volunteer scheduling and coordination where required
- Ensuring bookings and meetings are carried out with exceptional preparation, setup, and equipment required
- Other tasks as assigned

**Operations & Facilities**
- Advise management on necessary maintenance needs of Goh Ballet’s premises and studio spaces. Communicating and ensure execution of tasks assigned
- Bring operational concerns to the Associate Directors and the Director's attention in a timely and productive manner
- Oversee facility cleaning, hygiene, safety and maintenance and keep track of facility assets
- Ensure meeting preparation is carried out and any rooms are booked and set up in advance with all necessary equipment and refreshments

**Production & Special Events**
- Confidently executing, organizing and coordinating all aspects of artistic events and presentations (All productions and showcases)
- Support marketing and public relations efforts for recruitment, retention of current enrolment and performance ticket sales. Initiate and maintain relationships with advertisers and negotiate reciprocal/trade agreements
- Support fundraising initiatives as set by the company
- Assist to track the Academy’s _The Nutcracker_ annual timeline/schedule and implement strategic plans to ensure the administrative department is prepared and aligned with scheduled calendar events
- Follow up and optimize schedules and assignments of production, cast, third party communications where required
- Organization and execution of pre and post event setups & teardowns
- Contribute to program creation, theatre schedules, operations and workflows required
- Support