Full-time Executive Assistant and Artistic Administrator

Description

Come work with us at Houston Ballet!
Join a leading nonprofit arts organization that’s redefining what ballet can be. We’re committed to inspiring a lasting love of dance through bold performances, new choreography, and nationally recognized education programs.  At Houston Ballet, your creativity meets purpose—and your passion takes center stage.  Whether on stage or behind the scenes, every role here contributes to something bigger.

✨ Your Passion. Our Stage.

Visit: www.houstonballet.org for more information.

* * * For full consideration, please be sure to combine your resume and cover letter into one document to upload when you apply. 

*Please note: This position requires work outside normal business hours

The Executive Assistant and Artistic Administrator provides high-level administrative support to the Artistic Department. Duties of the Executive Assistant and Artistic Administrator are clerical and project-based and include scheduling travel and meetings, handling information requests and correspondence, financial tracking and reconciliation, and other administrative projects. This position is often privy to confidential information and as such, requires diplomacy and discretion.

Workdays are primarily Tuesday – Saturday 9am-5pm but may include additional evening and weekend hours depending upon the week’s activities.

Essential Duties and Responsibilities:

Include the following. Other duties may be assigned.

Primary Support Personnel to the Artistic Directors

• Manage the Artistic Directors’ extremely active calendars and communicate daily schedules

• Coordinate all internal and external meetings, information requests, and administrative needs for the Artistic Directors

• Manage travel bookings and creation of detailed itineraries for Artistic Directors

• Assist with management of the Artistic Directors’ email accounts, proactively facilitating responses and corresponding on their behalf when required 

• Attend and support all meetings as requested by the Artistic Director

• Manage, maintain, and liaise select personal accounts and information for Artistic Directors, as needed

General Administrative Support

• Complete a broad variety of administrative tasks including data entry, expense reports, purchase orders, correspondence, note taking, document creation, mailing, filing, photocopying, and other department needs

• Manage department financial items including budget tracking/reconciliation, invoices, contract payments, and reports

• Assist with conducting research, creating content, and providing administrative support for various Artistic and Management projects and systems

• Act as Artistic Department liaison with multiple departments on organizational projects and information requests, with an emphasis on clear and concise communication

• Make deliveries, deposits, and pickups, as needed

Qualifications:

Minimum Requirements:

• Bachelor's degree and/or 3 to 4 years work experience supporting senior managers or executives

• Experience working with a classical ballet company or other performing arts organization required

• Background knowledge of ballet terminology and industry required

• Experience in financial tracking and budgeting preferred

• Excellent writing, grammar, proof reading, editing and presentation skills

• Strong attention to detail and organizational skills

• Ability to create and maintain articulate, professional, and timely correspondence, prioritizing discretion when handling confidential information

• Advanced proficiency with Microsoft Word, Excel, Outlook, Zoom and Power Point

Benefits:

Houston Ballet presents an enticing benefits package for eligible full-time employees, including:

• Healthcare Benefits:  We've got your back (and your teeth and your eyes)!  Embrace our comprehensive coverage for medical, dental, and vision care.  Choose from plans with low-cost or zero monthly premiums, complemented by provisions for paid life and AD&D insurance, and versatile spending accounts.

• Retirement Plan: Secure your future through our 403(b) plan, bolstered by a substantial 5% annual contribution from Houston Ballet, empowering you to save and thrive.

• Paid Time Off:  Embrace a healthy work-life balance with 3 weeks of paid vacation, 10 paid sick days, and 10 paid holidays.  Paid parental leave is also available to support your personal milestones.

• Professional Development: Fuel your career ambition with access to online training and professional growth resources specific to arts management, empowering you to advance your career on your terms.

• Discounts and Perks: Immerse yourself in the vibrant Houston performing arts scene with discounted and complimentary tickets to captivating ballet performances and other Houston theater district venues. Enjoy exclusive partnerships with local businesses and eateries for unforgettable experiences.

• Wellness Programs: Prioritize your well-being with access to our on-site gym and counseling services through our employee assistance plan, providing comprehensive support for your physical and mental wellness.

• Flexible Scheduling:  Acknowledging the evolving nature of work preferences, certain positions offer flexible work hours and remote work options.

Inclusion, Diversity, Equity and Access Statement:

Houston Ballet is dedicated to creating meaningful change by cultivating a space that honors what is unique in all of us. Inclusion, Diversity, Equity, and Access (IDEA) are instrumental in the fulfillment of our mission and values. We recognize our responsibility to be an inclusive and open organization for students, artists, staff, trustees, and volunteers of all backgrounds.

We are an Equal Opportunity Employer.  We provide equal employment opportunities to all applicants without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Join us, together we are Houston Ballet.

Core Values:

Houston Ballets shared values are essential to our success as a world-class ballet company and academy. These values guide our decisions and behaviors and shape our culture.

• EXCELLENCE: We are passionate about results. Our programs are recognized and awarded for excellence. We are committed to delivering quality programs at the highest standard. Work in all departments matches the caliber of the programming on stage.

• ENGAGED: We are proud to be a part of a company that produces art and trains artists. We attend performances and are tremendous advocates for the education and community engagement programs we offer. We are all in and well-versed in the mission of Houston Ballet.

• DRIVEN: We are driven to take goals and run with them. We are excited to deliver results beyond expectations. We are accountable for our actions and work. We reinvent Standard Operations Procedures, leaving our jobs better than we found them. Much of our work product becomes the standard for individuals who will fill our roles in the years to come.

• COLLABORATIVE: We unite around Houston Ballets mission and support each other in reaching goals. We share information widely and generously and treat our team members, customers, and patrons with respect and sensitivity. We embrace inclusion, diversity, equity, and access. We recognize our responsibility to be an open, welcoming, and anti-racist organization where students, artists, staff, trustees, and volunteers of all backgrounds collaboratively learn, work and serve. We nurture the growth and understanding of how each of us fits into the larger picture and we celebrate organizational achievements.

• PATRON-CENTERED: Our patrons (subscribers/supporters/donors/stakeholders) are at the center of all we do and are at the top of our minds in our decisions and actions. Our patrons are delighted by the excellent customer service they receive at every interaction at Houston Ballet.

Qualifications