Administrative Assistant

2 weeks ago

Toronto, Ontario, Canada Canada's National Ballet School Full time $45,000 - $65,000 per year
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)
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
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.

  • Administrative Assistant

    2 weeks ago

    Toronto, Ontario, Canada Zoran Properties Inc Full time $40,000 - $60,000 per year

    Company DescriptionZoran Properties Inc. is a fully integrated property management company. For over 30 years, we have brought a touch of luxury to managing residential and commercial properties throughout the GTA. Powered by industry-leading management, strategy, and research, we strive to deliver the highest quality of service and expertise to our...

  • Administrative Assistant

    2 weeks ago

    Toronto, Ontario, Canada Adecco Full time $45,000 - $60,000 per year

    Administrative Assistant job opening in Toronto, ONOur client is looking for an experienced Administrative Support Professional to work in their busy, fast paced environment. The Administrative Assistant will be responsible for providing support to the team with advanced Excel reporting, high level PowerPoint presentation creation, filings and more. Please...

  • Administrative Assistant

    6 days ago

    Toronto, Ontario, Canada USN Solutions Full time $40,000 - $60,000 per year

    Company Description We are currently seeking a self-motivated and enthusiastic Administrative Assistant. The successful candidate will be responsible for day to day administrative support/assistant for our immigration consulting company.  Job Description Qualification/Benefits- Must have previous experience in the administrative assistant role- Must have...

  • Administrative Assistant

    6 days ago

    Toronto, Ontario, Canada ProTech Solution Full time $45,000 - $60,000 per year

    ProTech Solution is seeking a highly organized and motivated Administrative Assistant to join our dynamic team. This position plays a crucial role in supporting our daily operations and ensuring that our office runs smoothly and efficiently. As an Administrative Assistant, you will be responsible for managing various administrative tasks, which will require...

  • Administrative Assistant

    2 weeks ago

    Toronto, Ontario, Canada a8b55236-dd8f-4570-948a-4d5fc2bb43e3 Full time $23,000 - $55,000 per year

    We are seeking a highly skilled Administrative Assistant to join our dynamic team. The ideal candidate will be responsible for providing high-level administrative support to ensure smooth office operations, including managing schedules, coordinating meetings, handling correspondence, and maintaining office systems. This role offers an opportunity to...

  • Administrative Assistant

    2 weeks ago

    Toronto, Ontario, Canada ProTech Solution Full time $45,000 - $60,000 per year

    ProTech Solution is seeking a highly organized and motivated Administrative Assistant to join our dynamic team. This position plays a crucial role in supporting our daily operations and ensuring that our office runs smoothly and efficiently. As an Administrative Assistant, you will be responsible for managing various administrative tasks, which will require...

  • Administrative Assistant

    5 days ago

    Toronto, Ontario, Canada Proterial Full time $40,000 - $70,000 per year

    Location:(HTC) HTC (Toronto, Canada)Job ID:R0109349Date Posted: Company Name:HITACHI HIGH-TECH CANADA, INC.Profession (Job Category):Administration & FacilitiesJob Schedule:Full timeRemote:NoJob Description:This position provides administrative and warehouse support across departments. Responsible for performing tasks involved in shipping and receiving parts...

  • Administrative Assistant

    1 week ago

    Toronto, Ontario, Canada Linds & Associates Full time $45,000 - $70,000 per year

    Job DescriptionAdministrative Assistant - LegalDowntown TorontoOur client, a high end and well known law firm, located in the core of downtown Toronto, seeks an AdministrativeAssistant with a strong legal background in corporate and litigation. This is a fast paced and busy role supporting a senior partners with all legal administrative...

  • Administrative assistant

    5 days ago

    Toronto, Ontario, Canada Whitewater Contracting Full time $69,120 - $86,400 per year

    OverviewWe are seeking a detail-oriented and proactive Administrative Assistant to join our team. The ideal candidate will play a crucial role in ensuring the smooth operation of our office by providing essential administrative support. This position requires strong organizational skills, excellent communication abilities, and proficiency in various software...

  • Administrative Assistant

    7 days ago

    Toronto, Ontario, Canada Peak Associates Limited Full time $40,000 - $60,000 per year

    ResponsibilitiesProvide administrative support such as arrange travel, schedule conference calls, meetings and maintain notes, as neededManage travel vendor relationship and serve as the principal point of contact for all administrative team support needsCoordinate agenda and priorities for the weekly Finance/Operations team meeting; follow up on assigned...