Canada’s National Ballet School is currently inviting applications for the full-time, permanent position of Executive Assistant and Board Liaison.
We invite you to join the vibrant staff community of Canada's National Ballet School (NBS). NBS has 300+ employees supporting programs ranging from professional ballet training, community dance programs, and groundbreaking health promoting initiatives.
We are looking for a dynamic individual with the talent, innovative-thinking and passion to help NBS continue to share the transformative power of dance with people of all ages, abilities, and aspirations. As an organization, NBS is continually evolving and we are looking for a professional with unique, new ideas to complement the School’s collaborative work culture.
The Executive Assistant & Board Liaison role is an integral position at NBS, requiring interaction with a broad range of internal and external contributors and playing a key role in support of our mission. Reporting to the Executive Director the EA provides overall administrative and project support to the Executive Director and serves as a key liaison to the School’s three Boards of Directors (NBS Board, NBS Foundation and the US Friends of Canada’s National Ballet School). The EA also interacts with other staff and broader community. Proficiency in balancing diverse needs with strong attention to detail, the ability to cultivate relationships, and flexibility to adapt to the changing needs and priorities of a dynamic organization are essential.
This position offers a hybrid schedule, with the option of working remotely twice per week; flexibility in working schedule may be required to support department needs.
Major Duties and Responsibilities:
- Provide support and project management for a range of initiatives in which the ED plays a lead role
- Greeting donors, government officials, volunteers and partners by welcoming them in person or on the telephone/online and by answering and directing inquiries
- Manage the ED’s calendar and daily workflow, juggling competing priorities as necessary and making appropriate and informed decisions regarding available time
- Schedule internal and external meetings, coordinating all logistics and details, providing relevant preparation materials
- Taking accurate meeting minutes and ensuring appropriate follow-up
- Screen, direct, respond to, and prioritize calls and correspondence, facilitating the smooth exchange of information as a first point of contact for staff, board members, and external partners
- Compose, edit, design, and format documents
- Maintain physical and digital files and updating database (Raisers Edge)
- Coordinate travel arrangements for the ED, including flights and lodging
- Complete expense forms and invoices; track ED and Board budgets
- Acting as a liaison to Board and committee members in the day-to-day process of planning and executing the work of the Boards, and reporting back to the Executive Director regularly and Chief of Advancement, as required
- Partnering with NBS Advancement Team, regularly and proactively engaging with Board Directors, encouraging attendance and participation in NBS events, programs and activities; Build and maintain positive relationships with board members, cultivating NBS champions
- Support Chairs and Boards of Directors by scheduling and coordinating general meetings, Board orientation sessions and Board retreats; recording minutes; coordinating and following up on committee assignments with board members, volunteers and senior management; compiling information for meeting agenda development; preparing letters and memos; maintaining up-to-date contact information for all Directors
- Plan and oversee logistical arrangements for Board and Board committee meetings, including space and facility needs, meals and refreshments, supplies, and technology
- Maintain legal records/reports such as Ontario and Canada Corporate Filings; work with Finance department as required to update Board information on government forms and keep signing authorities current
- Update by-laws and Board resource materials; manage Board portals
Qualifications/Skills/Experience:
- Completion of college diploma in Office Administration or related field considered an asset
- Minimum of three years in an executive assistant capacity
- Prior experience providing high-level support to boards, committees, or other similar work groups
- Minimum of three years of experience managing projects and initiatives
- Experience working under pressure and managing multiple, competing tasks and priorities
- Experience drafting agendas, presentations, reports, and correspondence on behalf of senior executives
- 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
- 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
- Ability to learn and anticipate the needs of executives and board members
- Ability to communicate with others on behalf of the ED and boards
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 of NBS.
Join our team today! Please email your resume and cover letter with salary expectations, to careers@nbs-enb.ca andindicate “Executive Assistant and Board Liaison ”in the subject line.
Job Types: Full-time, Permanent
Benefits:
- Dental care
- Extended health care
- Paid time off
Flexible Language Requirement:
Schedule:
Application question(s):
- Are you legally eligible to work in Canada?
- What are your salary expectations?
Education:
Work Location: In person
