American Ballet Theatre (ABT) is one of the greatest dance companies in the world. Since its founding season in 1940, ABT’s mission has been to create, present, preserve, and extend the incredible repertoire of classical dancing for the widest possible audience. Headquartered in New York City, ABT is the only cultural institution of its size and stature to extensively tour, enchanting audiences for eight decades in 50 U.S. states, 45 countries, and over 480 cities worldwide. ABT’s repertoire includes full-length classics from the nineteenth century, the finest works from the early twentieth century, and acclaimed contemporary masterpieces. In 2006, by an act of Congress, ABT was designated “America’s National Ballet Company®.”

Reporting to the Executive Director, the Executive Assistant is responsible for overseeing the Executive Director’s calendar while coordinating projects and initiatives as assigned. This position acts as a representative of the Executive Director and presents a professional image by interacting knowledgeably and courteously with internal and external stakeholders.

Job Responsibilities

Provide day-to-day administrative support to the Executive Director, including schedule and correspondence management, including government and companywide communications
Calendar management includes organization and prioritization of complex demands and requirements
Prepare briefings and meeting related documents and supporting materials/ presentations
Develop and maintain administrative procedures and processes
Prepare and manage budgets, process expense accounts
Arrange complex travel plans and maintain detailed itineraries
Plan and execute a variety of internal and external events (e.g. town halls, government
events)
Liaise with stakeholders including Board members, VIP’s, Government officials and partners, leaders in the Arts & Business communities and Senior Management team Cross-Departmental Projects
Conduct research and prepare and maintain confidential, specialized documentation; manage special projects as directed by the Executive Director
Schedule and plan meetings for various working groups; maintain and distribute minutes; track and manage action items
Coordinate, prepare, proof-read and submit annual government grant applications and reports as well as for individual programs and ensuring proper compliance of requirements of grant recognition
Maintain schedule, governance compliance and record-keeping for two (2) boards and six (6) committees
Draft, edit and circulate meeting agendas and materials
Planning and execution of in-person and hybrid events and meetings
Management of Board operations including committee updates, policies, and online portal
Coordination of annual filings for governance
Management of Annual General Meeting including tracking workback plans, running regular AGM committee meetings, and communication with internal and external stakeholders

Essential Skills And Qualifications

5-7 years’ experience supporting members, or a member of an executive management team strongly preferred
Degree in Business Administration or Management or related field
Proficiency in Microsoft Office Applications (Word, Excel, Outlook), SharePoint an asset
Highly organized and detail oriented and capable of juggling multiple tasks with changing priorities and the ability to identify critical issues and anticipate project needs
Exceptional written and verbal communication skills. Experience with proper business writing, formatting and minute taking/writing
Strong interpersonal skills, ability to interact effectively with Board members, high-end major donors and government officials
Solid problem-solving skills with a solutions-based mindset
Exercise sound judgment with a high level of discretion and maintain absolute confidentiality to sensitive matters
Experience with project management tools such as Asana considered an asset
Work self-sufficiently, make decisions to direct and action appropriate follow up
Knowledge of the art form, company and the arts community would be considered an asset to exercise independent judgement
Ability to work within an integrated and team-oriented environment
Previous experience in the performing arts or a not-for-profit is preferable but not required

Benefits

10 days’ vacation, 2 personal days, 1 floating holiday; 20 sick days
ABT also takes a “Hiatus Week” in August, and we close between Christmas and New Year; we also observe the standard annual Company Holidays including Juneteenth
403(b) with no company match; eligible to participate after 6 months
Group health insurance where company pays 100% of the single premium rate for all plans; $1,500 annually if you chose not to participate in the plan (Medical, Dental, Vision)
Short-Term Disability Insurance, etc. provided by the company

American Ballet Theatre is an equal opportunity employer and is committed to providing a workplace free from harassment and discrimination. We are committed to recruiting, hiring, training, and promoting qualified people of all backgrounds, and make all employment decisions without regard to any protected status.

Jobs

Assistant to the Executive Director and Board Liaison

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