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Artistic Department Assistant

4 months ago

Boston, United States Boston Ballet Full time
:

The heart of Boston Ballet is the human experience. Through our living and breathing art, we forge human connections—between artist and attendee, teacher and trainee, friend and newcomer, one's outer and inner self. We believe that the community of employees that makes dance possible is better together when talented individuals with varied life experiences, identities, races, cultures and ideas are welcomed, encouraged, and heard.

This full-time, non-exempt (hourly) and benefited position is responsible for supporting the Artistic Department in the maintenance of efficient ballet company operations in a fast-paced environment with diverse needs and priorities. The Artistic Department Assistant will provide administrative support in daily operations as well as special projects, liaising with company dancers, Artistic Department colleagues, and other internal colleagues and external stakeholders. A strong candidate will bring high-level organization, diplomatic communication skills, and a keen sense for anticipating time-sensitive needs and administrative support. Responsibilities include, but are not limited to, assisting with administration of auditions and onboarding, coordination of arrangements for guests and events, as well as budget and expense tracking for projects, tours, and daily operations. The Artistic Department Assistant may take on coverage of the Company Manager in their absence.

Responsibilities

General Administration

  • Complete special projects as assigned for Artistic or on behalf of Artistic with other departments
  • Manage and assist with invitation lists, comp ticket requests, and technology assistance for dancers and Artistic colleagues as directed
  • Assist in coordination of and preparation for guest artist travel, housing, and related arrangements
  • Assist in Onboarding/Welcome materials for new dancers and/or guest artists and stagers
  • Assist in Calendar and Studio space management and rentals for Artistic and organization
  • Assist with guest/dancer coordination for events and Artistic meetings (evaluations, admin, etc.)
  • Assist with budget tracking and accounts payable processing as assigned
  • Assist with dissemination of information to dancers and/or Artistic colleagues as assigned
  • Assist with coordination of Annual Meeting logistics
  • Follow-up with guest artists and rights holders post performance to send videos, programs, and reviews
  • Attend company/Artistic department performances and special events to support as needed
  • Draft letters of support and recommendation on behalf of Artistic Director
  • Maintain and update archival records
  • Liaise, communicate with all departments

Auditions

  • Process and organize all dancer applications for review by Artistic Staff
  • Correspond with all applicants, manage in-class auditioners by coordinating artistic department schedules, issuing invitations and hosting visiting dancers
  • Facilitate logistics for off-site auditions including but not limited to: space acquisition, promotion and day-of support
  • Playbill/Program Content
  • Correspond with Artistic guest and rights holders with respect to their agreements as related to their biographies, photos, synopsis, and credits
  • Assist in the proofreading of dancer casting on playbill inserts and seasonal production credits

Company Manager Coverage

  • Take on duties and responsibilities from the Company Manager in their absence such as dancer payroll, AGMA relations, maintaining workers comp paperwork, maintaining the company calendar, saving receipts for budget tracking.

Critical features of this job are described under the headings above. They may be subject to change at any time due to reasonable accommodation or other reasons.

Additional duties as assigned.

Please be sure to include a cover letter with your resume in order to be considered for this position.

Requirements:
  • Bachelor's Degree, preferably in arts management or stage management
  • At least one year of post-graduate administrative or related experience
  • Exceptional organizational skills with acute attention to detail
  • Substantial computer literacy with proficiency in Microsoft 365, OneDrive, Dropbox, and ability to adapt and integrate new technology and software
  • Self-starting problem solver with propensity for multi-tasking with minimal supervision or direction
  • Proven, effective and efficient written and oral communications skills
  • Ability to work effectively in a team environment
  • Ability to work under pressure with a wide variety of personalities while exhibiting patience, understanding, respect for diverse backgrounds, and a sense of humor
  • Ability to work occasional evenings and weekends during productions and events
  • Training, background, or knowledge of dance a plus

Benefits

  • BCBS HMO health insurance plan with zero deductible
  • BCBS dental insurance with employer providing 100% annual premium for individual coverage
  • Flexible Spending Accounts (FSAs) – health and dependent care
  • Employer-paid life and disability plans
  • Immediate access to 403(b) retirement savings plan featuring both pre-tax and Roth options
  • Ability to purchase MBTA passes on a pre-tax, payroll deduction basis up to IRS monthly limit
  • Paid time off – holidays, vacation, personal, and sick days
  • Free adult dance classes
  • Complimentary tickets to Boston Ballet performances

Boston Ballet is an equal employment opportunity employer



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