Company Coordinator

Date Posted: Feb 08, 2019
Application Deadline: Mar 01, 2019
Start Date: Mar 11, 2019

Salary Range: 30K - 40K
Province: British Columbia
City: Kelowna
Employee Benefits: Other (e.g. flex time, comp tickets, etc.)
Check Additional Info section for more Employee Benefits
Organization's Field/Discipline: The Arts
Job's focus: Administrative
Job Type: Full-time
Career Level: Intermediate

Organization Description

Ballet Kelowna
Founded in 2002, and under the leadership of Artistic Director and CEO (AD/CEO) Simone Orlando since 2014, Ballet Kelowna brings inspiring and memorable dance to British Columbia and beyond.  The Company presents numerous styles of dance from Canada’s finest emerging and established choreographers, and embraces the precision and athleticism of ballet technique to create original new works that captivate and engage today’s diverse audiences.

Serving as the only professional dance company in BC’s Interior, Ballet Kelowna is committed to its role as a leader in the region through encouraging, promoting, and developing Canadian dancers and choreographers.  The Company performs annually for over 12,000 audience members in Kelowna and on tour, while also providing unique dance training opportunities and outreach programs.

AD/CEO Simone Orlando is an award-winning choreographer and former dancer with Ballet BC and The National Ballet of Canada. Ms. Orlando is actively leading Ballet Kelowna in collaborations with other community organizations, to educate and cultivate new dance audiences, and to enhance the impact of performances and programs.

Job Description

While embracing Ballet Kelowna’s commitment to developing Canadian dancers and choreographers, the Company Coordinator will be responsible for the administration of all programs, assist in the development of future tours and outreach activities, and will provide executive assistant support to the Artistic Director and CEO. Major responsibilities include financial processing, reconciliation and reporting, responding to public inquiries, coordinating and providing administrative support for programs and events, organizing the efficient operation of the office and studio, as well as managing all aspects of the Company’s seasonal tours.
Reporting directly to the Artistic Director/CEO, the Company Coordinator will be involved in all aspects of operations for Ballet Kelowna and will act as a representative for the organization, building relationships with program participants and external partners. As an employee of Ballet Kelowna, we would ask you for your commitment in delivering outstanding service to our supporters, including our patrons, donors, sponsors and members. The successful candidate will be required to perform a variety of duties, as detailed further below.

Administrative Duties:
Provides wide-ranging executive assistant support to the Artistic Director and CEO, including:
  • Process and track donations, sponsorships and memberships;
  • Manage the Company’s programs by coordinating and preparing schedules, processing and tracking registrations and payments, and coordinating instructors and preparing instructor contracts;
  • Maintain complete files of all documents in the office;
  • Assist in gathering information for grants;
  • Process and prepare invoices and expense claims;
  • Code receivables and payables including credit card statements and allocate to appropriate projects;
  • Respond to all public inquiries;
  • Organize guest artist travel and accommodation;
  • Coordinate volunteers for events or programs and tracking of all volunteer activities and hours;
  • Ensure insurance policies and memberships are renewed annually;
  • Maintain a calendar of deadlines, programs, productions and development activities;
  • Maintain meticulous statistics of audience and program attendance, ticket sales, etc.;
  • Coordinate facility maintenance and replenishment of supplies.
Tour Coordination Duties:
  • Contact Western Canadian Presenters to seek interest in Company’s productions and youth performances;
  • Represent the Company at showcases and conferences in Western Canada;
  • Prepare and distribute contracts to Presenters;
  • Plan logistics, routes, hotels, transportation, etc. for tours;
  • Prepare tour itineraries including full list of venues and contacts;
  • Assist with local outreach activities;
  • Work with AD/CEO on vision for future tours.


Requirements:

  • A related college or university degree and recent administrative experience or equivalent combination of education and experience;
  • The ability to think creatively, work independently, and take initiative;
  • Strong oral and written communication skills;
  • Excellent organizational skills and the ability to handle competing priorities in a small, fast-paced work environment;
  • Proven ability in building and maintaining long-term relationships;
  • Proficiency in Microsoft Office (i.e. Word, Excel, Powerpoint) and database programs such as Salesforce;
  • The availability to work 37.5 hours per week, Monday to Friday, however the hours of work involved will occasionally vary in order to attend performances and conferences;
  • An optimistic personality and enjoys finding solutions to everyday challenges;
  • Assets: experience working in non-profit organizations.


How to Apply:

The priority application deadline is 5:00pm PST on March 1, 2019, however applications will be accepted until the position is filled.
Submit a resume and cover letter explaining why you are interested in this job opportunity. Please e-mail Simone Orlando, Artistic Director and CEO at ad.ceo@balletkelowna.ca. All submissions will be kept confidential and only short-listed candidates will be contacted.