Administration & Production Coordinator (Performing Arts)

Required Qualifications and Experience:

CANDIDATE DESCRIPTION You are a dynamic, nimble, organized, detail-oriented and self-motivated individual. You have experience providing administrative support, and are resourceful working independently yet productively. You are thoughtful and trustworthy, yet resilient and adaptable. The ideal candidate is passionate with a positive attitude, always curious to learn and do better. The Administrative & Production Coordinator is a self starter, strives on building relationships and will deliver exception customer service to both internal and external guests alike. You understand our mission and can play a part in advancing administrative processes, overall operations and the important work of Goh Ballet Canada. The successful candidate can proficiently and confidently execute operations and logistics required to produce seamless theatrical performances and events.

• This is a full-time onsite position (Flexible working hours may be required based on production and business needs)
• Exceptionally organized and structure, yet nimble with the ability to pivot to changes
• Experience liaising and building relationships with partners and vendors
• Live Theatre, and performing arts experience an asset
• Enjoys engaging with others and customer centric
• Works professionally with diverse audiences and ability to adapt to unique environments
• Meticulous with documentation, and organization
• Works with urgency, and to high levels of attention to detail
• Experience working with families and children, relationship building
• Resourceful, works productively & independently without supervision
• Strong communicator, ability to work in diverse teams and environments
• Proven competency in reception related tasks (ie. Email correspondences, phone queries etc)
• Fluent in English. Excellent verbal and written communication skills, delivered with professionalism efficiently
• Ability to work in a fast-paced environment and assist with priorities, projects and deadlines
• A resourceful problem solver, and trouble shooter
• Proficiency in invoicing, payment processing, computer softwares (M365, Google Suite, Outlook) Must be confident utilizing Word and Excel.
• An exceptional communicator (Verbal & Written)
• Ability to work under pressure and keep a calm and approachable demeanour at all times
• Flexible, adaptable, robust, and resilient, willing to go above and beyond. You’ll care about the little details that make the Academy run more smoothly or that make a difference to stakeholders
• Proven ability to multitask and prioritize. Managing various tasks at hand and meet conflicting deadlines
• The desire and openness to learn and grow through adversity
• Someone who strives for excellence and embraces challenges
• Ability to work productively in a collaborative team environment, as well as an independent self starter who takes initiative

Preferred Qualifications and Experience:

DUTIES PRODUCTION & EVENTS

• Proven experience leading and coordinating theatrical performances, performing arts, and events
• Familiar with small to large scale production coordination from scheduling cast, crew, venues, and vendors
• Ability to analyze and assess all encompassing operational logistics pertaining to our productions. (Back stage and front of house)
• Confidently executing, organizing and coordinating all aspects of artistic events and presentations (All productions and showcases)
• Support marketing and public relations efforts for recruitment, retention of current enrolment and performance ticket sales. Initiate and maintain relationships with advertisers and negotiate reciprocal/trade agreements
• Support fundraising initiatives as set by the company
• Assist to track the Academy’s The Nutcracker annual timeline/schedule and implement strategic plans to ensure the administrative department is prepared and aligned with scheduled calendar events
• Follow up and optimize schedules and assignments of production, cast, third party communications where required
• Organization and execution of pre and post event setups & teardowns
• Contribute to program creation, theatre schedules, operations and workflows required
• Support the Director and Stakeholders vision to execute any productions, events and showcases promptly
• Proficiently liaise with production crew to ensure accurate communications and information are related on a timely manner
• Ability to pivot and prioritize any projects and tasks as assigned
• Promptly and accurately tackle assignments with tact and professionalism
• A positive and resilient builder with the ability to create and maintain long-term relationships with our vendors and partners

• Competency with general office administration, reception related tasks, ensuring pleasant and prompt communications (ie. Phone, emails, etc.)
• Researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating communications
• Provide administrative assistance to the Artistic Staff (ie. Appointments, schedules, meetings, travel arrangements)
• Prepare, document, tracking of invoices, payments, balances
• Support with Annual recruitment targets and retention
• Assist with all events, presentations and productions
• Contributes and supports fundraising initiatives, non-profit work
• Supporting with any marketing initiatives, PR, communications through various channels
• Support other departments with liaising communications, and support in other administrative tasks as assigned (Artistic, operations, wardrobe etc)
• Provide ongoing support to various administrative responsibilities relating to productions, showcases, special events as required
• Maintenance and upkeep of any Goh Ballet documentations,in accordance with the company’s policies and procedures
• Support management with special events, assessments, auditions, faulty, space utilization (onsite and offsite events)
• Contribute to both internal and external academy communications
• Supervise overall maintenance of building facilities, safety, upkeep and other assets
• Proactively reviewing and assessing effectiveness of programs and operations
• Support and contribute to distribution of marketing materials
• Assist with volunteer scheduling and coordination where required
• Ensuring bookings and meetings are carried out with exceptional preparation, setup, and equipment required
• Advise management on necessary maintenance needs of Goh Ballet’s premises and studio spaces. Communicating and ensure execution of tasks assigned
• Bring operational concerns to the Associate Directors and the Director’s attention in a timely and productive manner
• Oversee facility cleaning, hygiene, safety and maintenance and keep track of facility assets
• Ensure meeting preparation is carried out and any rooms are booked and set up in advance with all necessary equipment and refreshments

Will an automated HR system be used to filter applicants?

– No.

Will non-shortlisted applicants be notified?

– No.