Are you passionate about dance and looking to make a meaningful impact in a vibrant and collaborative environment? Canada’s National Ballet School (NBS) is excited to invite applications for the full-time, permanent position of Administrative Assistant. This is a fantastic opportunity to become part of a dynamic team that supports the transformative power of dance across all ages and abilities.

ABOUT US:

At NBS, you’ll be part of a welcoming community dedicated to the arts and education. We offer a supportive work environment where new ideas are valued, and professional development is encouraged. NBS has 300+ employees supporting programs ranging from professional ballet training, community engagement, and ground-breaking health initiatives. Our collaborative work culture thrives on creativity, passion, and continuous growth. NBS is committed to the goal of being an equity-informed school. We invest heavily in work and practices that foster positive change internally while driving a progressive evolution in the wider sector. We recognize our responsibility as Canada’s largest arts training organization and one of its oldest, to address anti-Black racism, reconciliation with Indigenous peoples and systemic oppression in Canadian society.

YOUR ROLE:

The Administrative Assistant plays a key supporting role in advancing the work of the Executive team at Canada’s National Ballet School (NBS). Reporting to the Senior Executive Assistant & Board Liaison, the Administrative Assistant provides day-to-day administrative and clerical support that enables the smooth functioning of the Executive Director, Artistic Director, and Board of Directors. The job duties will be performed in a regular office environment with frequent interruptions.

MAJOR DUTIES AND RESPONSIBILITIES

• Provide daily administrative support to the Senior Executive Assistant & Board Liaison, including calendar coordination, document formatting, data entry, and follow-ups.
• Assist in preparing and proofreading presentations, correspondence, meeting agendas, and reports
• Coordinate internal and external meetings, including scheduling, room bookings, catering, technology support, and minute-taking as needed
• Provide administrative support to senior artistic staff, including drafting communications, and coordinating meetings and logistics
• Attend and take minutes for Board and committee meetings, ensuring accurate records and timely distribution
• Track and organize key deadlines and communications related to Board meetings and other governance activities
• Handle general inquiries from staff, board members, and external stakeholders with professionalism and discretion
• Assist with special projects and cross-departmental initiatives as assigned
• Prepare and process purchase orders, track expenses, and support invoice submission processes
• Maintain physical and digital files, ensuring organized and secure document management
• Provide backup coverage for the Senior Executive Assistant when required
• Other administrative duties as assigned