Administrative Assistant

About Us

At Canada’s National Ballet School (NBS), you’ll be part of a welcoming community dedicated to the arts and education. We offer a supportive work environment where new ideas are valued, and professional development is encouraged. NBS has over 300 employees supporting programs ranging from professional ballet training, community engagement, and groundbreaking health initiatives. Our collaborative work culture thrives on creativity, passion, and continuous growth.

NBS is committed to being an equity-informed school, investing heavily in practices that foster positive change internally and drive progress in the wider sector. We recognize our responsibility as Canada’s largest arts training organization and one of its oldest, to address anti‑Black racism, reconciliation with Indigenous peoples, and systemic oppression in Canadian society.

The Administrative Assistant plays a key supporting role in advancing the work of the Executive team orting to the Senior Executive Assistant & Board Liaison, the role provides day‑to‑day administrative and clerical support that enables the smooth functioning of the Executive Director, Artistic Director, and Board of Directors. The job duties will be performed in a regular office environment with frequent interruptions.

• Provide daily administrative support to the Senior Executive Assistant & Board Liaison, including calendar coordination, document formatting, data entry, and follow‑ups.
• Assist in preparing and proofreading presentations, correspondence, meeting agendas, and reports.
• Coordinate internal and external meetings, including scheduling, room bookings, catering, technology support, and minute‑taking as needed.
• Provide administrative support to senior artistic staff, including drafting communications and coordinating meetings and logistics.
• Attend and take minutes for Board and committee meetings, ensuring accurate records and timely distribution.
• Track and organize key deadlines and communications related to Board meetings and other governance activities.
• Handle general inquiries from staff, board members, and external stakeholders with professionalism and discretion.
• Assist with special projects and cross‑departmental initiatives as assigned.
• Prepare and process purchase orders, track expenses, and support invoice submission processes.
• Maintain physical and digital files, ensuring organized and secure document management.
• Provide backup coverage for the Senior Executive Assistant when required.
• Other administrative duties as assigned.

We value enthusiasm and a willingness to learn just as much as experience. If you have strong interpersonal skills, a knack for problem‑solving, and a passion for contributing to a creative and supportive environment, we’d love to hear from you!

• Completion of a college diploma in Office Administration or a related field is considered an asset.
• Open to new graduates; previous internships or administrative experience considered an asset.
• Experience working under pressure and managing multiple, competing tasks and priorities.
• Experience drafting agendas, presentations, reports, and correspondence on behalf of senior executives.
• Experience working in arts, education, or nonprofit environments is an asset.
• Commitment to equity and social justice, with strong alignment to our organizational values.
• Desire and ability to work with people of diverse backgrounds, cultures, perspectives, and lived experiences.
• Maintain a high standard of confidentiality, professionalism, and accuracy at all times.
• 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.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

Salary Range: $42,000 – $45,000, commensurate with experience and aligned with internal equity.

• Health & Wellness Benefits:
  Dental, Health, Paramedical, Short & Long Term Disability, Life Insurance, Employee Assistance Program.
• Standard 35‑hour work week.
• Employer‑matche…