Operations and Events Coordinator

The Washington Ballet•Washington, DC

2d•Hybrid

About The Position

The Operations and Events Coordinator plays a vital role in ensuring the smooth, welcoming, and efficient functioning of The Washington Ballet's NW Campus. Serving as the first point of contact for visitors, students, staff, and event partners, the Operations and Events Coordinator oversees front desk operations, supports administrative systems, and coordinates cross-departmental communication, building logistics, studio rentals, and event-related needs. This position supports day-to-day campus operations while also helping plan, prepare for, and execute meetings, rentals, rehearsals, and other events held on the NW Campus. The role requires exceptional organizational skills, attention to detail, sound judgment, and a service-oriented mindset. The Operations and Events Coordinator works closely with teams across the organization, including facilities, human resources, artistic, education, production, and senior leadership, to maintain a professional and welcoming environment, support operational and event needs, and uphold company policies and procedures.

Requirements

High school diploma or equivalent required
Proven experience as an office assistant or in another relevant administrative role
Experience in a performing arts environment
Strong interpersonal and communication skills, both written and verbal
Ability to multitask and remain calm in a busy environment
Proficiency with Microsoft Office Suite (Word, Excel, Outlook, Teams, SharePoint), Google Suite, Canva, Zoom, WordPress, Adobe Acrobat and Creative Suite, and other relevant software
Excellent organizational skills and attention to detail
Ability to work independently and as part of a team

Nice To Haves

Some college coursework preferred

Responsibilities

Greet and assist all visitors, including board members and artists; manage phone calls, messages, and visitor notifications.
Provide professional and responsive customer service to staff, students, families, and guests.
Maintain a tidy and welcoming reception area; update digital and print promotional materials and monitor guest traffic.
Post daily studio schedules; manage mail, packages, and TWB Merch Shop pickups.
Coordinate appointments, room reservations, and last-minute scheduling changes.
Provide receptionist coverage across all three NW Campus buildings, ensure smooth transitions between reception shifts, and train new receptionists as needed.
Lead school tours and monitor student safety by overseeing the main entrance during school hours.
Develop and maintain administrative processes to enhance efficiency across the organization.
Keep general documents current and accessible on the Employee Portal and SharePoint home page (e.g., emergency plans, org charts).
Maintain and troubleshoot office equipment; manage office and kitchen supply inventories and orders; monitor building access control, including key fobs and security cameras.
Support general administrative tasks, including filing, data entry, scanning, and photocopying.
Coordinate All-Staff meetings and social events; update internal web content via WordPress as needed.
Work closely with the Senior HR Manager to assist with HR-related tasks and projects.
Support department needs by assisting with research, drafting documents, preparing slide decks, and coordinating meetings or events.
Manage physical and digital filing systems and serve as liaison between departments and facilities staff.
Send company-wide communications and relay messages between departments to ensure consistent information flow.
Actively contribute to a positive work culture that reflects and celebrates TWB's Core Values.
Act as point of contact for NW Campus studio rentals, coordinating contracts/rental agreements, logistics, and maintaining the studio rentals inbox and webpage.
Support logistics for All-Staff Meetings, Board Meetings, Lunch and Learns, Open Rehearsals, Studio Dress, and other events on the NW Campus.
Assist as needed and time allows with other TWB special events.