Administrative & Production Coordinator

Required Qualifications and Experience:

DUTIES General Administration

• 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
• Other tasks as assigned

• 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

• Assist with 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

Will an automated HR system be used to filter applicants?

– No.

Will non-shortlisted applicants be notified?

– No.