Administrator and Executive Assistant

Reports to: Artistic Director and CEO
Deadline: Until Filled
Employment Type: Full-time, Permanent
Hours of Work: 40 hours per week

We are seeking a well-organized professional who has an affinity for the performing arts and exceptional communication skills to provide administrative and executive support to the Artistic Director and CEO. This is a key role in the execution of programming, company management, and contracts with an array of responsibilities including financial processing, responding to public inquiries, coordinating and providing administrative support for programs and events, organizing the efficient operation of the office and studio, as well as coordinating all aspects of the company’s seasonal tours.

This is an excellent opportunity to participate in the evolution of one of Canada’s most exciting professional dance companies as we expand our programs and touring profile.

In addition to administrative prowess, the ability to build strong relationships with community members including program participants, supporters, sponsors, external partners, and donors will be key to the success of this role.   

Typical duties for the Administrator and Executive Assistant may include:

• Responding to all public inquiries and building relationships within the community;

• Processing and tracking donations, sponsorships, and memberships;

• Managing the company’s programs by coordinating and preparing schedules and assisting with program registration.

• Processing and preparing invoices and expense claims;

• Coding receivables and payables including credit card statements and allocating them to appropriate projects;

• Preparing, delivering, and receiving artist, presenter, and instructor contracts;

• Organizing guest artist travel and accommodation;

• Preparing cheque requisitions for contracted artists in accordance with contracted payment schedules, ensuring timely accurate payments for Guest Artists;

• Preparing cheque requisitions for Artistic royalties and ensuring payments are made at year-end;

• Contacting recording companies for rights and publishers for performance permission;

• Ensuring that contracts are received, and the terms are met (usage and program credits);

• Planning logistics, hotels, transportation, etc. for tours;

• Coordinating volunteers for events or programs and tracking all volunteer activities and hours;

• Maintaining a calendar of deadlines, programs, productions, and development activities;

• Maintaining organization-wide documents, i.e. contact lists, membership forms, and Board meeting minutes;

• Maintaining meticulous statistics of audience and program attendance, ticket sales, etc.;

• Compiling donor and sponsor recognition information for house programmes

• Assisting AD/CEO with letters of recommendation and other correspondence;

• And, most of all, contributing to Ballet Kelowna’s mandate to encourage and develop Canadian dancers and choreographers.

If you:

• have a related college or university degree and recent administrative experience or equivalent combination of education and experience;

• take pride in making a difference in the community and are looking for a unique opportunity to work in an extremely creative setting;

• have a keen eye for detail, top-notch organizational skills, ability to utilize various software programs including MS Office to increase efficiency and work towards progressive administrative practices;

• have experience working within data bases (ex. Salesforce, Blackbaud);

• have a proven ability to handle sensitive and confidential information;

• have the ability to think creatively, work independently, and take initiative;

• have the ability to build, maintain, and strengthen relationships, we want to hear from you! 

This is a full-time opportunity, 40 hours per week. Working hours will fluctuate slightly depending on programming, performances, and events, however Monday to Friday will act as the primary schedule. Salary commensurate with experience.

Ballet Kelowna supports equity and diversity in our organization, and we welcome applications from all groups. This includes women, visible minorities, Indigenous Peoples, persons with disabilities, persons of diverse sexual orientation, gender identity or expression (LGBTQ2S+), and others who may contribute to diversity. We believe a workplace with equal opportunity employment fosters creativity and strengthens connections to the communities we serve. 

How to Apply: We are looking forward to hearing from you and exploring how we might work collaboratively together to build momentum within this role and beyond.  Please forward a current resume and cover letter highlighting your strengths to ad.ceo@balletkelowna.ca.  In keeping with our desire to build strong relationships in the community, all qualified candidates will be contacted. 

Position: Marketing Assistant (Canada Summer Jobs)

Reports to: Artistic Director and CEO
Deadline: June 15, 2025
Employment Type: Full-time, Temporary
Hours of Work: 35 hours per week for eight weeks
Anticipated Start Date: July 7, 2025
End Date: August 29, 2025

We are seeking a creative professional who has an affinity for the performing arts to assist in the design and production of all traditional and digital materials for performances, programs, and events including brochures, event specific collateral, signage, advertising, direct and digital mail campaigns, social media and web content. The Marketing Assistant will also assist with a wide range of communication material including but not limited to press releases, e-newsletters, appeal letters, house programmes, social media content, community engagement articles and stories, and web copy. 

Typical duties for the Marketing Assistant may include:

• Assisting in developing and implementing digital strategies for promoting Ballet Kelowna’s performances, programs and events;

• Providing graphic design support in the creation of high-quality digital and print communications including brochures, ads, and visuals using Adobe Photoshop, InDesign and Illustrator;

• Collecting and compiling information and media that can be used as promotional material;

• Creating and publishing high quality content for Ballet Kelowna’s various social media platforms, including Facebook and Instagram;

• Engaging in social media conversations that surround Ballet Kelowna activities, monitoring and responding to comments and inquiries on social channels;

• Assisting with creating and producing videos for Ballet Kelowna’s YouTube channel and other social media platforms, including Instagram and Facebook stories and live videos;

• Assisting with improvements to the Ballet Kelowna website, as well as maintaining and updating website information;

• Working with the AD/CEO and Marketing Coordinator to produce written communication materials including monthly e-newsletters, letters, press releases, house programmes, etc.;

• Collecting and filing press clippings, posters, and house programmes;

• Assisting with events and programs as required.

If you:

• are a creative thinker and self-starter who takes initiative and is willing to learn;

• have excellent verbal and written communication skills;

• have excellent editing and proofreading skills;

• have graphic design knowledge and skills;

• have a keen eye for detail and consistency across multiple projects;

• are proficient with Microsoft Office and Adobe Creative Suite;

• are proficient with multiple social media platforms (Facebook, Instagram, etc.);

• have the ability to work productively both individually and in a team environment;

• have photography and video editing experience, this would be an asset;

• have strong organization and time management skills with the proven ability to manage priorities and meet deadlines, we want to hear from you!

This is a full-time opportunity, 35 hours per week. Working hours will fluctuate slightly depending on programming and events, however Monday to Friday will act as the primary schedule.

Compensation: $20.00/hour

Funding for this position is made possible in part through the Government of Canada’s Canada Summer Jobs program. The successful applicant must:

• be between 15 and 30 years of age at the start of employment;

• be a Canadian citizen, permanent resident or a person whom refugee protection has been conferred under the Immigration and Refugee Protection Act, S.C. 2001, c. 27*;

• be legally entitled to work according to the relevant provincial / territorial legislation and regulations;

• be willing to commit to the full duration of the work assignment for a period of 8 weeks.

Ballet Kelowna supports equity and diversity in our organization, and we welcome applications from all groups. This includes women, visible minorities, Indigenous Peoples, persons with disabilities, persons of diverse sexual orientation, gender identity or expression (LGBTQ2S+), and others who may contribute to diversity. We believe a workplace with equal opportunity employment fosters creativity and strengthens connections to the communities we serve. 

How to Apply: We are looking forward to hearing from you and exploring how we might work collaboratively together to build momentum within this role and beyond. Please forward a current resume and cover letter highlighting your strengths to ad.ceo@balletkelowna.ca by June 15, 2025 at 5:00pm PST.  In keeping with our desire to build strong relationships in the community, all qualified candidates will be contacted.