Artistic Executive Assistant

Job Details

• Job Category:
  Company
• Employee Type: FT Term Contract

The Artistic Executive Assistant is a member of the Alberta Ballet Artistic team, reporting to the Artistic Director, and is responsible for oversight and management of the Artistic Director’s calendar and correspondence. This role is instrumental in ensuring the smooth operation of the artistic side of the ballet company, allowing the Artistic Director to focus on creative vision and leadership.

• Manage calendars, appointments and correspondence for the Artistic Director. Oversee the Artistic Director’s Calendar and logistics for alignment with the production and studio activities, and administration meetings as required, internal and external.
• Manage all internal and external meeting requests for the Artistic Director including requests made for his presence at internal or external events.
• Coordinate travel arrangements for the Artistic Director.
• Manage the Artistic Director’s invite & RSVP list for performances and events. Collaborate with Communications and Box Office to ensure all guests on lists receive an invitation and tickets. Work with the Artistic Director to update the list throughout the year.
• Coordinate all requests from Communications of the Artistic Director or Artistic Department guests for interviews, media calls, etc.
• Assist the Director of Artistic Operations with collecting and delivering items for the production playbill, including casting, the Artistic Director’s message, ensuring bios are up to date, and any items needed from external collaborators.
• Act as primary point of contact and facilitator of the Company Dancer Audition process, activities, and schedule. This includes setting up the Dance Apply (or other website), working with Marketing for wording of social media posts and website postings, responding to inquiries and sending out official offers as directed by the Artistic Director.
• Assist in the preparation of materials and scheduling of annual dancer and staff onboarding meetings.
• Prepare and distribute meeting agendas, minutes, and reports. Assist with the preparation and distribution of materials for Artistic meetings and presentations.
• Help track expenses related to artistic activities; assist in budget preparation and monitoring.
• Facilitate communication with choreographers, dancers, and other artists, ensuring their needs are met.
• Oversee specific projects as assigned by the Artistic Director, ensuring timely and successful completion.
• Organize and schedule the annual dancer and staff meetings as per the ABA and any additional dancer meetings as requested.
• Serve as the primary point of contact between the Artistic Director and internal teams, artists, and external stakeholders.
• Assist in planning and ensuring all logistical details are handled for special events.
• Conduct research on new artistic trends, potential collaborators, and repertoire; provide briefs to support decision‑making.
• Support and coordinate the Director of Artistic Operations and Company Manager, as needed, to ensure all areas of the Artistic Department remain aligned and operate smoothly.

• Excitement for Alberta Ballet’s strategic objectives; specifically, a deep belief in the importance of ballet and the arts and commitment to equity, diversity, and inclusion.
• Excellent communication and interpersonal skills with the ability to work at all levels within the organization.
• Familiarity with Microsoft Office 365 (Word, Outlook, Excel), SharePoint, Teams, iTunes, Vimeo, etc.
• Ability to travel.
• Familiarity and/or working knowledge of an arts organization.
• Sound team‑building skills, communication skills and a positive and open attitude towards feedback and growth.
• Strong written and verbal communication skills.
• Attention to detail and strong organizational skills.
• Ability to manage multiple priorities and a busy workload.
• Experience working across multiple departments and coordinating information amongst multiple stakeholders.
• Legally eligible to work in Canada.

• This is a full‑time position requiring 40 hours per week, working primarily at our offices in Calgary, located on…