Artistic Administrator

Pittsburgh Ballet Theatre • Pittsburgh, PA

7d

About The Position

The Artistic Administrator is a key member of the Artistic Department, reporting directly to the Artistic Director and providing administrative, operational, and financial support to the artistic team. This position is responsible for coordinating company relations, scheduling, communications, budgets, contracts, and artist services while serving as a liaison among artistic, production, finance, and external stakeholders. The Artistic Administrator works closely with the Artistic Director, company artists, artistic staff, production and finance teams, visiting artists, touring presenters, and other external partners. This role requires a high degree of organization, discretion, and collaboration, while upholding Pittsburgh Ballet Theatre’s mission, values, and commitment to inclusion, diversity, equity, and accessibility. Additional duties may be assigned as needed.

Requirements

• Bachelor’s degree or equivalent experience
• Minimum of 3 years of related professional experience
• Exceptional work ethic, reliability, and punctuality
• Strong organizational skills, including experience managing schedules, calendars, and travel arrangements
• Excellent interpersonal, verbal, and written communication skills, with the ability to work diplomatically and collaboratively with diverse populations.
• Highly detail-oriented, adaptable, and able to remain calm and effective in fast-paced, high-pressure environments.
• Demonstrated ability to manage multiple priorities and see projects through to completion.
• Proficiency with Microsoft Office, Google Workspace, Zoom, and other technology platforms; ability to quickly learn new systems and software.
• Willingness to work flexible hours and provide support as needed to meet company requirements.

Nice To Haves

• Professional dance or performing arts experience preferred

Responsibilities

• Assists with production budgeting and financial planning in collaboration with the Director of Production.
• Manages contracts and logistical arrangements for guest artists, choreographers, and stagers, including travel, scheduling, and payment administration.
• Provides administrative support for performances, rehearsals, and theater operations, serving as a liaison between artistic and production teams.
• Maintains physical and digital records for the Artistic Department.
• Manages the Artistic Director’s calendar, schedules meetings, and provides related administrative support.
• Attends performances and other events as requested by the Artistic Director.
• Manages artist administration, including attendance, sick leave, PTO tracking, onboarding, assessments, and personnel documentation.
• Oversees workers’ compensation matters, coordinating with artists, healthcare providers, and insurance carriers.
• Maintains artistic and production calendars and facilitates communication between artists and the artistic team.
• Attends artistic team meetings and prepares meeting documentation and follow-up materials.
• Coordinates company auditions, manages DanceApply.com, and serves as the primary contact for audition candidates.
• Administers artist contracts, non-engagement letters, and related documentation in compliance with the AGMA Collective Bargaining Agreement.
• Coordinates visa applications and immigration matters for company and guest artists in collaboration with legal counsel.
• Works with Artistic and Marketing teams to schedule and coordinate photography and videography projects.
• Administers artist compensation adjustments, including overtime, penalties, and extraordinary risk pay.
• Maintains expert knowledge of the AGMA Collective Bargaining Agreement and prepares waiver requests as needed to ensure compliance.
• Collaborates with Artistic and Finance teams to manage, track, and report production and company management expenses.
• Reviews monthly departmental financial results and works closely with Finance to identify and forecast production-related expenses, ensuring accurate accruals and financial reporting.
• Assists with budget monitoring, P&L reconciliation, and financial analysis related to productions and company operations.
• Plans and coordinates all tour travel, accommodations, and logistical arrangements.
• Develops, maintains, and communicates tour schedules and itineraries.
• Serves as management’s on-site representative, supporting company operations and addressing issues during tours.
• Manages post-tour administrative activities, including attendance reporting, presenter settlements, and final payment reconciliation.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level