Administrative Assistant for Nonprofit Youth Ballet Company (Part-Time, Year Round)

Reports To: Executive Director and Artistic Staff

Work Schedule: Fifteen hours a week, with a flexible schedule. Extra hours during the two major performance weekends in December and one weekend in May. The Company follows the Wake County traditional calendar for breaks.

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Position Summary

Cary Ballet Company is seeking a highly organized, detail-oriented Administrative Assistant to support the Executive Director and Artistic Team in the administrative operations of our youth ballet company. This position plays an essential role in ensuring accurate dancer records, customer service to dancers and their families, rehearsal organization, and communication between the artistic staff and company members. If you enjoy engaging with the public and the cultural arts, apply to join our team!

The ideal candidate is dependable, enjoys working behind the scenes, is comfortable managing multiple priorities, and thrives in a collaborative performing arts environment.

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This is a part-time, hourly, non-benefit, year-round position, averaging 15 hours a week. Performance weeks may require more hours.

 

Primary Responsibilities

• Assists Executive Director and Artistic staff in audition requirements and production implementation.

• Maintains and updates company documents, forms, and administrative records.

• Update and maintain dancer contracts and related documentation.

• Work within the Team-up Calendar. Update with planned attendance, fittings and production information.

• Reviews the rehearsal schedule for crossover of rehearsals on the Team-up Calendar.

• Create and distribute attendance sheets for rehearsals for each production.

• Answer phone calls, route inquiries, and respond to emails in a professional and timely manner.

• Assist dancers, families, volunteers, and guest artists during the season.

• Arrange travel and hotel accommodation for guest artists.

• Organize and maintain digital filing systems to ensure records are accurate, secure, and easily accessible and confidential.

• Weekend work will be required during performance weekends.

• Assist Executive Director with miscellaneous tasks.

 

Qualifications

• General knowledge of computers and related software.

• General knowledge of standard office practices and procedures. 

• Ability to work independently while collaborating effectively with directors, dancers, families, volunteers and community liaisons.

• Ability to complete assignments accurately and within the established deadline.

• Ability to communicate with the public and coworkers tactfully and constructively with strong interpersonal, written, and verbal communication skills.

• Ability to understand and effectively carry out verbal and written instructions.

• Ability to acquire knowledge of Cary Ballet Company policies, procedures, and the services of the youth nonprofit organization.

• Professional, positive, and customer-service-oriented demeanor.

• Previous administrative experience is preferred; experience with a nonprofit or performing arts organization is a plus.

 

Minimum and Preferred Qualifications

Education and Experience 
Requires a combination of education and experience equivalent to an associates degree with coursework in arts management (desired, not required) or a related field.

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Preference will be given to candidates who possess any of the following:

• Some experience with a performing organization or similar programming 

• Some experience in strategy or community engagement

Work Schedule

• Average of 15 hours a week.

• Some Saturdays from 12:30 p.m. to 5:30 p.m. to crossover with Artistic Staff. This is negotiable.

• Weekday hours are flexible and increase during performance weeks.

 

Compensation

$1150/month