Administrative Assistant

**About Us**:
At NBS, you’ll be part of a welcoming community dedicated to the arts and education. We offer a supportive work environment where new ideas are valued, and professional development is encouraged. NBS has _300+ employees_ supporting programs ranging from professional ballet training, community engagement, and ground-breaking health initiatives. Our collaborative work culture thrives on creativity, passion, and continuous growth. NBS is committed to the goal of being an equity-informed school. We invest heavily in work and practices that foster positive change internally while driving a progressive evolution in the wider sector. We recognize our responsibility as Canada's largest arts training organization and one of its oldest, to address anti-Black racism, reconciliation with Indigenous peoples and systemic oppression in Canadian society.

**Your Role**:
The Administrative Assistant plays a key supporting role in advancing the work of the Executive team at Canada’s National Ballet School (NBS). Reporting to the Senior Executive Assistant & Board Liaison, the Administrative Assistant provides day-to-day administrative and clerical support that enables the smooth functioning of the Executive Director, Artistic Director, and Board of Directors. The job duties will be performed in a regular office environment with frequent interruptions.

**MAJOR DUTIES AND RESPONSIBILITIES**

- Provide daily administrative support to the Senior Executive Assistant & Board Liaison, including calendar coordination, document formatting, data entry, and follow-ups.
- Assist in preparing and proofreading presentations, correspondence, meeting agendas, and reports
- Coordinate internal and external meetings, including scheduling, room bookings, catering, technology support, and minute-taking as needed
- Provide administrative support to senior artistic staff, including drafting communications, and coordinating meetings and logistics
- Attend and take minutes for Board and committee meetings, ensuring accurate records and timely distribution
- Track and organize key deadlines and communications related to Board meetings and other governance activities
- Handle general inquiries from staff, board members, and external stakeholders with professionalism and discretion
- Assist with special projects and cross-departmental initiatives as assigned
- Prepare and process purchase orders, track expenses, and support invoice submission processes
- Maintain physical and digital files, ensuring organized and secure document management
- Provide backup coverage for the Senior Executive Assistant when required
- Other administrative duties as assigned

**What We’re Looking For**:
**Skills and Qualifications**:

- Completion of college diploma in Office Administration or related field considered an asset
- Open to new graduates, previous internships or administrative experience considered an asset
- Experience working under pressure and managing multiple, competing tasks and priorities
- Experience drafting agendas, presentations, reports, and correspondence on behalf of senior executives
- Experience working in arts, education, or nonprofit environments is an asset
- Commitment to equity and social justice, and strong alignment with our organizational values
- Desire and ability to work with people of diverse backgrounds, cultures, perspectives, and lived experiences
- Maintain a high standard of confidentiality, professionalism, and accuracy at all times
- Strong verbal and written communication skills combined with the ability to listen deeply and authentically
- Demonstrated ability to take initiative and contribute to the goals of a dynamic organization
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)

** What's in it for you**:

- **Comprehensive Health Benefits: Dental, Paramedical, Short & Long Term Disability, Life Insurance, Employee Assistance Program
- Employer-Sponsored Retirement Plan
- Generous Paid Time Off: 4 weeks of Vacation, plus Personal and Sick days
- Commitment to Work-Life Balance: Standard 35-hour work week
- Professional and Personal Development Opportunities
- Bright and Beautiful Campus: Work in an environment surrounded by contemporary and historic architecture, live music and inspiring artists
- Employee Discounts: NBS Ballet Programs, The Shoe Room and at the NBS Café (onsite lunch, snacks and coffee)
- Monthly Staff Socials: Our EDI and Social Committees host monthly events, i.e. Book Club, Blue Jays Games, Drag Bingo, Lunch + Learns, Costume Contests, Bake Sales, Holiday Celebrations and more

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