Recreational Ballet Programs Administrative Assistant (Part-Time)

Are you passionate about dance and looking to make a meaningful impact in a vibrant and collaborative environment? Canada’s National Ballet School (NBS) is excited to invite applications for the part-time, permanent Recreational Ballet Programs Administrative Assistant position. This is a fantastic opportunity to become part of a dynamic team that supports the transformative power of dance across all ages and abilities.

About Us:
At 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 300+ employees supporting programs ranging from professional ballet training, community engagement, and ground-breaking health initiatives. Our collaborative work culture thrives on creativity, passion, and continuous growth. NBS is committed to the goal of being an equity-informed school. We invest heavily in work and practices that foster positive change internally while driving a progressive evolution 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.

Your Role:
The Recreational Ballet Programs Administrative Assistant supports Canada’s National Ballet School’s Recreational Ballet Programs. This includes the Young Dancers Program and the Adult Ballet Program. The Administrative Assistant provides administrative and program support to the Head of Recreational Ballet Programs and the Recreational Ballet Programs Administrative Coordinator and is essential in ensuring all programs and services are delivered in a safe, equitable, student-centred environment; in compliance with NBS policies and with a high-degree of organization and efficiency.

Major Duties and Responsibilities

1. Serve as the first point of contact for guests, students, and participants, providing information, directing inquiries, and offering facility tours.
2. Support the Program Head by managing correspondence, drafting documents, recording meeting discussions, and coordinating schedules.
3. Maintain organized records, filing systems, and departmental supplies, ensuring smooth operations; manage inventory by checking stock levels, anticipating supply needs, and placing orders when necessary.
4. Assist with special events, including performances, auditions, and Recreational Ballet Program activities.
5. Assist in program organization by monitoring class attendance and schedules, liaising with the Schedule Coordinator and other departments for schedule changes.
6. Address participant inquiries, ensuring timely follow-ups and resolution of concerns.
7. Liaise with the Registrars Department to obtain information to create student lists, forms, and memos (attendance forms, sign-in sheets, contact lists, email address lists, etc.).
8. Arrange studio reservations, A/V setup, and event logistics.
9. Contribute to maintaining customer confidence and project operations by keeping information confidential.
10. Collaborate with the Brand Engagement and Content Department on promotional materials and website updates.
11. Provide administrative support to artistic staff and contribute to a cooperative team environment.
12. Maintain historical reference by developing and maintaining filing and retrieval systems as necessary.
13. Contribute to team efforts by accomplishing related tasks and performing additional duties as needed.

Qualifications/Skills/Experience

1. Minimum two years of post-secondary education or equivalent professional experience; background in education, student affairs/services, registrar functions, or social work is considered an asset.
2. At least two years of experience in an administrative or related role, demonstrating exceptional customer service and interpersonal skills.
3. Strong proficiency in Microsoft Office, particularly Word and Excel.
4. Experience with data entry, data retrieval, and generating reports.
5. Excellent proofreading, organizational, and time management skills.
6. Familiarity with relational databases and database management systems; Ability to train and become proficient in NBS administrative platforms such as Amilia SmartRec and Qualtrics.

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 at NBS.

We are committed to inclusive and accessible employment practices. Should you require accommodation at any stage of the recruitment process, we ask you to please make your needs/requirements known.

Thank you for considering a career with Canada’s National Ballet School. We look forward to reviewing your application.