Administrative Assistant

2 days ago

Toronto, Ontario, Canada Canada's National Ballet School Full time

Are you passionate about dance and looking to make a meaningful impact in a vibrant and collaborative environment? Canada's National Ballet School (NBS) is excited to invite applications for the full-time, permanent position of Administrative Assistant. This is a fantastic opportunity to become part of a dynamic team that supports the transformative power of dance across all ages and abilities.

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:
We value enthusiasm and a willingness to learn just as much as experience. We encourage you to apply even if you don't meet every qualification listed. If you have strong interpersonal skills, a knack for problem-solving, and a passion for contributing to a creative and supportive environment, we'd love to hear from you

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)
Compensation
Salary Range: $42,000 - $45,000 commensurate with experience and aligned with internal equity.

Total Rewards
  • Health & Wellness Benefits: Dental, Health, Paramedical, Short & Long Term Disability, Life Insurance, Employee Assistance Program
  • Standard 35-hour work week
  • Employer-matched Defined Contribution Pension Plan
  • Paid Vacation Time starts at 4 weeks
  • Commitment to Work-Life Balance
  • Development & Learning Opportunities
  • Discounted rates for Adult Ballet Classes at Canada's National Ballet School
  • Discounted rates for all programs and items at our retail outlet
  • Subsidized lunch and snacks for staff
  • Collaborative and Inclusive work environment: Join our EDI Committee or Social Committee and participate in our fun employee events
This is an onsite position, working in an office environment, five days a week. 

Our Commitment to Equity & Accessibility
NBS is committed to addressing systemic inequities in every facet of our organization including programs, policies and practices. It is NBS' top priority to build a remarkable and talented workforce that reflects the diversity of the City of Toronto. We strongly encourage applications from all qualified individuals, especially welcoming those with diverse intersectional identities who bring unique perspectives and contribute to the diversification of ideas.
If you require accommodation at any stage of the recruitment process, please inform us.

Successful candidates must supply Canada's National Ballet School with a Police Reference Check in accordance with the School's Child Abuse/Sexual Abuse Prevention Policy; this will be coordinated through the Human Resources Department at NBS

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