Artistic Department Assistant

Boston Ballet • Boston, MA

10d • $24 - $25 • Hybrid

About The Position

This full-time, non-exempt position is responsible for supporting the Artistic Department in the maintenance of efficient ballet company operations in a fast-paced environment with diverse needs and priorities. The Artistic Department Assistant will provide administrative support in daily operations as well as special projects, liaising with company dancers, Artistic Department colleagues, and other internal colleagues and external stakeholders. A strong candidate will bring high-level organization, diplomatic communication skills, and a keen sense for anticipating time-sensitive needs and administrative support. Responsibilities include, but are not limited to, assisting with administration of auditions and onboarding, coordination of arrangements for guests and events, as well as budget and expense tracking for projects, tours, and daily operations.

Requirements

• Bachelor’s Degree or experience preferably in arts management, stage management, or dance
• Two years of post-graduate administrative or related experience
• Exceptional organizational skills with acute attention to detail
• Substantial computer literacy with proficiency in Microsoft 365, Microsoft Office Programs, OneDrive, and ability to adapt and integrate new technology and software
• Self-starting problem solver with propensity for multi-tasking with minimal supervision or direction
• Proven, effective and efficient written and oral communications skills
• Ability to work effectively in a team environment
• Ability to work under pressure with a wide variety of personalities while exhibiting patience, understanding, respect for diverse backgrounds, and a sense of humor
• Ability to work occasional evenings and weekends during productions and events

Nice To Haves

• Dance training or background a plus

Responsibilities

• Oversee and manage special projects and programming as assigned for Artistic or on behalf of Artistic with other departments. Including but not limited to: BBII and Graduate Program touring and performance opportunities, Off-Site Development lead events that involve performance elements from the dancers such as fashion shows, etc., Annual Ball, Season Photo Shoot
• Manage invitation lists, dancer comp ticket requests, and technology assistance for dancers and Artistic colleagues.
• Oversee and arrange all coordination of and preparation for guest artist logistics, including but not limited to travel, housing, per diem, Social Security number applications, and troubleshooting any logistics.
• Create and maintain relationships with hotel and long-term apartment partners in the Boston area.
• Assist in onboarding/welcome materials for new dancers.
• Oversee onboarding/welcome materials for guest artists and stagers.
• Assist with guest/dancer coordination for events and Artistic meetings (evaluations, admin, etc.).
• Assist Finance Department with artistic, licensing and royalty fees scheduling.
• Assist with dissemination of information to dancers and/or Artistic colleagues as assigned.
• Assist with coordination of Annual Meeting logistics.
• Follow-up with guest artists and rights holders post-performance to send videos, programs, and reviews.
• Attend company/Artistic department performances and special events to support as needed.
• Provide show coverage throughout the season and assume those responsibilities while on-site.
• Draft letters of support and recommendation on behalf of Artistic Director.
• Maintain and update archival records, programs, files, etc.
• Liaise, communicate with all departments, particularly Marketing and Development Departments.
• Support the Physical Therapy Department with administrative needs including assisting with workers comp claims, comp tickets for doctors, event invites, and more.
• Assist in tour planning and logistics.
• Manage database/spreadsheet to organize and share audition applicants.
• Process and organize all audition applications as they are submitted for review by Artistic Staff
• Correspond with all applicants, manage in-class auditioners by coordinating artistic department schedules, issuing invitations and hosting visiting dancers.
• Facilitate logistics for auditions including but not limited to: space acquisition, promotion, and day-of support
• Facilitate and organize dancers coming to audition in class. Communicate and greet dancers.
• Correspond with Artistic guests and rights holders with respect to their agreements as related to their biographies, photos, synopsis, and credits
• Manage and oversee proofreading all versions of artistic information and dancer casting on program books and digital monitor and seasonal production credits and share that with the marketing team.
• Work closely with the Artistic Assistant Director on casting, formatting and accuracy.
• Additional duties as assigned.

Benefits

• BCBS HMO health insurance plan with zero deductible
• BCBS dental insurance with employer providing 100% annual premium for individual coverage
• Flexible Spending Accounts (FSAs) – health and dependent care
• Employer-paid life and disability plans
• Immediate access to 403(b) retirement savings plan featuring both pre-tax and Roth options
• Ability to purchase MBTA passes on a pre-tax, payroll deduction basis up to IRS monthly limit
• Paid time off – holidays, vacation, personal, and sick days
• Free adult dance classes
• Complimentary tickets to select Boston Ballet performances (based on availability)
• Hybrid work during certain periods of the season

What This Job Offers

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