Executive Assistant to the Director

Goh Ballet Academy is one of Canada's pre-eminent ballet training institutions, with an enviable international reputation for excellence. Established in 1978, the Academy is now under the direction of Chan Hon Goh, former Principal Dancer of The National Ballet of Canada. People are at the heart of our success. We are passionate about bringing great dance experiences to the widest possible audience; about giving the world’s best creative talent the stage it deserves; and about providing our people and partners with opportunities to realize their full potential.

We are currently looking to hire a full-time, experienced Executive Assistant to the Director to handle multiple responsibilities, utilize different software for keeping records, and implement strategies which may include social media content creation and management, as well as marketing support. The suitable candidate would also provide vital information management, organizational, and administrative support to the Director at the Vancouver location. If you possess the majority of the essential criteria, we encourage you to apply, and we welcome transferable skills from other industries or backgrounds.

Responsibilities:

Administrative Support:

1. Provide full secretarial and administrative services i.e. word processing, organising diaries, travel arrangements, and dealing with, and acting upon, written correspondence and telephone messages, confidential filing, etc. for the Director.
2. Conserves the Director’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating communications.
3. Strong organizational and time management skills including maintaining the Director's appointment schedule by planning and scheduling meetings, classes, conferences, and travel.
4. Prepares reports for the board of directors by collecting and analyzing information.
5. Prepare budgets, reconcile, and track related income/expenses.
6. Act as a bridge between artistic, wardrobe and administrative responsibilities relating to productions and events.

Brand Management & Strategy:

1. Support and track marketing and promotional activities for Goh Ballet Canada (Vancouver & Toronto), including brand management, advertising, web and design collateral.
2. Contribute to strategic advertising plans & budgets for key campaigns throughout the year.

Marketing & Events:

1. Oversee all written communications and develop copy for our e-newsletters, advertising campaigns, website, social media accounts and business development content.
2. Capture and curate regular content (photos, videos, stories) to showcase Chan Hon Goh’s activities, engagements and behind-the-scenes highlights across social media platforms.
3. Help plan, write, and maintain social media calendars for Chan Hon Goh in coordination with internal teams and external partners.
4. Liaise with partners and stakeholders to align on social media calendars and cross-promotional events.
5. Produce branded print and digital design materials for campaigns, sometimes working with external marketing and design agencies.

Media Relations:

1. Manage incoming media inquiries, produce media kits, schedule interviews, & facilitate media personnel on-site.
2. Support all aspects of planning, logistics and communications for events, photoshoots, and presentations.
3. Assist with marketing, promotional and sponsorship events as well as ensuring the delivery of any cross-promotional initiatives.

Support Business Development and Communications:

1. Support the Director in meeting with key external stakeholders who can advance and promote the work of Goh Ballet.
2. Develop and implement key recruitment initiatives.
3. Contribute to sponsorship and fundraising initiatives.

Operations & Facilities Coordination:

1. Ensure meeting preparation is carried out and any rooms are booked and set up in advance with all necessary equipment and refreshments.
2. Contribute to the IT Strategic Plan.
3. Manage vendor relations.

Qualifications:

You are thoughtful and trustworthy, yet resilient, flexible and willing to do what it takes to get the job done to improve our organization and support the Director’s every need. You understand our core values and can play a part in advancing administrative processes, overall operations, and the important work of Goh Ballet Canada.

You are an extremely organized, detail-oriented and self-motivated individual. You have experience providing administrative support to high-level executives and can work independently with minimal instruction. An additional benefit would be from previous experience in social media management or digital marketing—equipping you to plan and create engaging content and assist in broader communications initiatives.

1. Post-secondary degree in a related field. (Business administration, arts administration, communications). Equivalent work experience will be considered.
2. 3+ years, experience as an Executive Assistant, or in a similar supporting role.
3. Excellent presentation skills with experience in design and marketing.
4. Ability to work in a fast-paced environment.
5. Comfortable with technology, specifically using Microsoft Office 365, G-Suite; Canva or Adobe Creative Suite an asset.
6. Familiarity with social media channels and content, scheduling tools, and content planning is highly valued.
7. Creative and innovative thinking in relation to problem solving; if you don't know something, you'll seek out the answer.
8. Flexible, adaptable, robust, and resilient, willing to go above and beyond. You'll care about the little details that make the Director’s day run more smoothly or that make a difference to stakeholders.
9. The ability to work well under pressure and a proven ability to prioritize, manage and meet conflicting deadlines.
10. Desire to grow with Goh Ballet Canada, taking on increased responsibility and a diverse range of duties as needed.

How to Apply:

In your application, please send your resume/CV and a cover letter expressing and elaborating on your potential candidacy. Please also indicate your available start date.

Subject Header: Application for Executive Assistant to the Director.

All applications will be reviewed and considered. We thank you for your interest in this position; however, we will only be contacting those selected for interviews.

To all those that expressed interest, thank you for considering Goh Ballet Academy as your future employer. It is a very special place to work, and we hope each of you finds the best career path that compliments your experience and interest.

Goh Ballet is committed to employment equity through a process which identifies and eliminates any discrimination in the organization’s employment procedures and policies. We encourage applications from qualified individuals who identify as LGBTQ2+, First Nations, Inuit & Métis, people of colour, and people with disabilities. The position will remain open until it is filled.