Administrative Assistant

Position: Administrative Assistant )
ABOUT US  The Royal Winnipeg Ballet enriches the human experience by teaching, creating, and performing outstanding dance. Located in the heart of downtown Winnipeg, the RWB plays an integral role in the city’s vibrant arts community. Founded in 1939, the RWB holds the double distinction of being Canada’s premiere ballet company and the longest continuously operating ballet company in North America.

In 1953, the Company received its royal title, the first granted under the reign of Queen Elizabeth II.
The RWB is a leader, renowned for classical ballet and for pushing the boundaries of dance, including through the prestigious RWB School and its Professional and Recreational divisions. A fully integrated company and school, the RWB builds on strengths, challenges conventions, inspires artists, moves audiences, and builds connections locally and globally that unite us all through the universal language of dance.

THE ROLE  The Administrative Assistant provides high‑level administrative support to the Artistic Director, ensuring efficient daily operations, effective communication and seamless coordination across departments. This position is responsible for the coordination of general administrative functions, projects and activities of the office of the Artistic Director, anticipating their needs and ensuring commitments are met. The Administrative Assistant plays a key role in supporting artistic, company, and other activities, through the management of correspondence, documentation and meetings.

The position requires a high level of professionalism, initiative and discretion to manage shifting priorities in a fast‑paced environment.
KEY DUTIES   Manage incoming and outgoing communications including phone, email, fax, mail and packages.
Manage the Artistic Director’s calendar, contacts, correspondence, meetings, expense reports and non‑tour travel.
Provide administrative support for Company Artistic staff.
Assist Company Artistic with requests for special appearances and outreach activities, including vetting suitability and preparing contracts.
Support Company Manager to coordinate non‑tour related travel, accommodation, per diems, work permits, tax waivers and payment logistics for Company dancers and guests.
Support the Company’s Artistic staff in coordinating and organizing auditions for prospective dancers.
Organize and attend board meetings including setting up virtual and in‑person meetings, booking space, preparing materials, arranging food services and taking minutes.
Provide support to board committees and board members as needed.
Attend meetings, distribute agendas, set up equipment, and take minutes.
Generate and update letters of intent and contracts for Company dancers and artists.
Maintain digital and paper filing systems.
Prepare and distribute internal travel memos as required.
Support special projects and initiatives as needed.
Other duties as assigned.
WORK SETTING  This role works primarily in an office environment using standard office and digital production equipment. Occasional hours during evenings and weekends to support performances, events, and meetings. The position requires flexibility, strong communication skills, and the ability to manage shifting priorities in a fast‑paced environment.
WHAT YOU BRING   Post‑secondary education in Arts or Business Administration, or related field.
Proven experience in a high‑level administrative assistant role.
Previous experience in administrative roles in arts management preferred.
Proficiency with Microsoft Office Suite (Word, Excel, Outlook, and Teams) and familiarity with online meeting platforms.
Strong organizational and time management skills with high attention to detail and accuracy.
Excellent interpersonal and communication skills.
High degree of professionalism, discretion, and confidentiality.
Proactive problem‑solver who can anticipate needs and take initiative.
Ability to work independently and collaboratively across departments.
WHAT’S IN IT FOR YOU   Employer‑paid health & dental benefits.
Matching RRSP program.
Subsidized bus pass.
Complimentary tickets to RWB performances.
Goodlife Fitness Membership discount.
Employee Assistance Program.
WORK…