Executive Assistant - The Washington Ballet

POSITION SUMMARY:

The Washington Ballet seeks an Executive Assistant (EA) who will directly support the Executive Director and Artistic Director. The EA will function as a right hand to both and be involved in shepherding and executing day-to-day tasks and special projects, within a vibrant and complex performing arts and education nonprofit organization. The EA will also work with the organization's leadership team and regularly engage with The Washington Ballet's Board of Directors and external partners. 

This position will require a "roll up your sleeves," "get things done" attitude, and a willingness to support leadership in all areas. A professional who is highly organized, proactive, detail-oriented, service-oriented, strategic, diplomatic, nimble, and curious will flourish. The ideal candidate has experience in administrative functions and thrives in a collaborative work environment that values efficient and effective processes and communications. Duties may require occasional evening and weekend work.

Responsibilities will fall into three areas: coordination of schedules and administrative support (includes board administration) for Executive Director and Artistic Director (70%), 10% Special Projects support, 20% Office Management.

KEY RESPONSIBILITIES:

• Organize the Executive Director and Artistic Directors' calendars, identifying and resolving scheduling issues;
• Manage and prioritize correspondence and information flow for Executive Director and Artistic Director
• Ensure the Executive Director and Artistic Director have the necessary information and preparation for internal and external meetings, including by conducting research and/or gathering and analyzing information from relevant team members; take notes in meetings as requested;
• Move Executive and Artistic Directors' priorities forward through follow-up within the organization;
• Respond to phone calls, mail, and e-mail, handling a wide range of information dissemination; compose and edit letters, e-mail and other correspondence;
• Work with TWB leadership to ensure effective information flow among leadership and from leadership to staff, including by developing written materials;
• Provide additional administrative support including expense reports, travel coordination and meeting/logistics preparation; filing, copying, mailing as required;
• Manage logistics and planning for events such as board meetings, and the Executive Director, Artistic Director and board-related logistics for the annual gala; prepare board and executive committee meeting agendas, attend meetings, take notes, and finalize official meeting minutes for approval;
• Assist with research, vetting and communication with prospective new Board of Directors members;
• Maintain and update Board of Directors orientation and support materials;
• Keep Board of Directors contact lists up-to-date and collect annual demographic and disclosure of interest information from Board of Directors members;
• Assist with all-staff meetings;
• Be responsible for ordering office supplies;
• Complete other special projects as assigned.
• Actively participate in creating a work culture that celebrates Diversity, Inclusion, Equity, and Belonging (DEIB)

QUALIFICATIONS AND COMPETENCIES:

• 2-4 years' experience working in a fast-paced organizational setting; administrative experience in a performing arts environment is a plus, but not required;
• High level of interpersonal skills and cultural sensitivity to effectively interact with all levels of partners and staff;
• Ability to hold colleagues to high standards of excellence, while maintaining a positive work environment;
• Ability to course correct and have difficult conversations; 
• Keen critical thinking and problem-solving skills;  
• A desire to drive efficiency and improve impact; 
• Exceptional follow-through and attention to detail;
• Capacity to work both independently and as a member of a team; 
• Ability to effectively prioritize, set expectations, and manage - down and up - to ensure organizational deadlines are met;
• Must be able to work under tight deadlines, navigate competing priorities and effectively adjust work plans to respond to emergent challenges or opportunities;
• Must demonstrate the integrity, professionalism and respect for confidential information
• Proficiency in use of business technology for daily productivity (Teams, SharePoint, and others)

NON-DISCRIMINATION

The Washington Ballet is committed to workplace diversity and inclusion. We are an equal opportunity employer and do not discriminate in hiring or employment on the basis of race, color, religion, national origin, gender, marital status, sexual orientation, age, disability, veteran status, or any other characteristic protected by federal, state, or local law.

BENEFITS

• Employee Health, Dental and Vision Insurance
• Short Term Disability and Life Insurance fully paid by TWB
• 403b Retirement Plan Option for Employee's Pre-Tax & Roth Contributions
• Two weeks annual leave +12 holidays + 2 personal days+ floating holiday
• Six sick days annually
• Free adult ballet classes
• Access to discounted tickets to performances

TO APPLY

Please submit your resume, cover letter and three references. We encourage all interested applicants to apply even if they do not feel they meet 100% of the qualifications. We are dedicated to considering a wide array of candidates including those with non-traditional background and experience in the performing arts. Please use your cover letter to elaborate on what you hope to bring to this role and how your prior experience has prepared you for this opportunity.

ABOUT THE WASHINGTON BALLET

Celebrating its 80th year as an organization, The Washington Ballet grew out of the success of The Washington School of Ballet, founded and directed for years by legendary dance pioneer Mary Day. Today, The Washington Ballet's mission is threefold: To bring the joy and artistry of dance to the nation's capital and the world's stage through the professional presentation of the best in classic and contemporary ballet; To provide the highest caliber of dance training through a preeminent school of ballet; and To serve and involve the entire community through extensive dance education and community engagement programs.