Artistic Operations Manager and Assistant to the Artistic Director

About This Role

This role manages the day-to-day operations of the Artistic Department at Ballet West while also providing administrative support to the Artistic Director and the artistic staff. It suits an organized individual with a passion for dance and excellent communication skills.

Responsibilities

• Produce, distribute, and post artistic calendars and artists’ daily schedules
• Coordinate, produce, proof-read, and distribute production casting; communicate casting changes as needed
• Provide general administrative support including serving as first line of communication for Artistic Director, screening calls, tracking messages, drafting and proofreading correspondence and memos
• Greet and host guests including stagers and choreographers
• Plan artistic receptions, dinners, etc.
• Arrange travel and lodging for Artistic Director and artistic staff as needed
• Prepare expense reports for Artistic Director and artistic staff
• Take production notes during tech and dress rehearsals for Artistic Director, artistic staff, and guest choreographers and stagers as requested and deliver to appropriate parties
• Manage casting updates during performances resulting from injuries or illness during performances; update entire staff on changes
• Coordinate time-off requests for guest engagements and personal days, sick days and leaves of absence for Main Company dancers and Ballet West II in collaboration with Artistic Director and Company Manager
• Be on call for all dancers to call / text with injuries, illness and schedule questions
• Act as liaison between AGMA delegates and Artistic Staff
• Organize and manage open call auditions, coordinate private auditions, follow up with rejections and contract offers for auditioning dancers
• Update website with audition information
• Process dancers’ hours for overtime, extraordinary risk pay, etc.
• Assist External Affairs with photo shoots, brochures, playbills, and published materials to ensure accuracy of information
• Coordinate inter-departmental needs involving dancers
• Address with County staff and Ballet West administration building issues (key card access, studio temperature, etc.)
• Manage capitol studio rentals and facilities with the County
• Other duties as assigned

Requirements

• Two or more years’ of experience working in an administrative position
• Excellent written and verbal communication skills
• Exceptional organizational skills including an ability to prioritize and manage multiple projects at once
• Ability to work well independently and under deadlines
• Passionate commitment to Ballet West’s mission, strategic direction and vision