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Admin, Secretarial & Assistant

Front Desk Associate

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Front Desk Associate

Job Description
Collage Dance Collective, Inc., a non-profit, professional ballet company and conservatory is seeking a part-time Front Desk Associate to provide front desk and general administrative support.  The Front Desk Associate serves as the first point of contact for our parents and students, monitors inventory systems, responds to incoming calls and triages customer inquiries.  This position is part-time, 20-24 hours per week – Monday-Friday evenings and Saturday mornings.

The Front Desk Associate will be responsible for the following essential functions:

Responsibilities:

  • Serve as a welcoming first point of contact for all parents, clients, and students
  • Manage check in process for appointments, classes and assessments
  • Perform data entry of new client profiles and update existing ones in studio management software
  • Maintain accurate inventory records
  • Maintain, clean and organize the lobby, studio equipment and studios as needed
  • Answer incoming calls and collect messages for administrative and executive staff
  • Provide parents with accurate and up-to-date account balances, receipts, and other account related paperwork
  • Process payments for tuition, fees and ticket sales
  • Enforce studio etiquette for our students
  • Understand and communicate with prospective families Collage’s different conservatory programs
  • Assist with email marketing and client relationship management projects
  • Other reasonable duties as assigned by management

Preferred Skills

  • Exhibit strong professional work ethic, professional demeanor/behavior
  • Excellent communication skills (verbal and written) and interpersonal skills.
  • Excellent organizational and multi-tasking skills and ability to prioritize work flow according to immediate demands in a fast-paced environment.
  • Ability to work independently
  • Experience in customer service
  • Working knowledge of Microsoft Office and Google Drive suites
  • Experience working with children
  • Understanding of ballet studio environment, a major plus
  • Superior attention to detail and accuracy.
  • A high degree of integrity handling confidential and sensitive information.

About the company:

Collage Dance Collective is a professional contemporary ballet company and conservatory, dubbed by former mayor A C Wharton as “one of the ambitious groups doing terrific work” in Memphis.  The company was founded in New York City and relocated to Memphis in 2007 to extend the reach of outstanding ballet training.  Collage works to increase diversity in classical ballet and to present world-class dance that uplifts and inspires. 

Collage Dance Collective is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.

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Executive Office Assistant

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$20/hr
Application Deadline: 
August 23, 2019

Executive Office Assistant

Theatre Communications Group (TCG), the national organization for the not-for-profit professional theatre, seeks a dynamic and detail-oriented assistant to join the Executive Office Team on an hourly part-time basis.

About the Organization

Theatre Communications Group exists to strengthen, nurture, and promote professional theatre in the U.S. and globally. Since its founding in 1961, TCG’s constituency has grown from a handful of groundbreaking theatres to over 700 Member Theatres and affiliate organizations and nearly 10,000 Individual Members. Through its Core Values of Activism, Artistry, Diversity, and Global Citizenship, TCG advances a better world for theatre and a better world because of theatre. TCG offers its members networking and knowledge-building opportunities through research, communications, and events, including the annual TCG National Conference, one of the largest nationwide gatherings of theatre people; awards grants and scholarships, approximately $2 million per year, to theatre companies and individual artists; advocates on the federal level; and through the Global Theater Initiative, TCG's partnership with the Laboratory for Global Performance and Politics, serves as the U.S. Center of the International Theatre Institute. TCG is North America’s largest independent trade publisher of dramatic literature, with 17 Pulitzer Prizes for Drama on the TCG booklist. It also publishes the award-winning American Theatre magazine and ARTSEARCH®, the essential source for a career in the arts. In all of its endeavors, TCG seeks to increase the organizational efficiency of its Member Theatres, cultivate and celebrate the artistic talent and achievements of the field, and promote a larger public understanding of, and appreciation for, the theatre.www.tcg.org.

About the Department

The Executive Office Assistant reports to the Manager of Executive Office Programs and works closely with both the Executive Director/CEO and the Deputy Director/COO of the organization.

What You Will be Doing

  • Support the Manager of Executive Office Programs with calendar management (written, electric, phone) for Executive Director/CEO, Deputy Director/COO and the TCG Board of Directors. 
  • Make domestic and international travel arrangements including plane and train tickets, hotels, cabs, restaurant reservations for executives.       
  • Support identifying any last-minute changes, providing prep materials, directions for meetings, events, keeping contacts up-to-date
  • Track receipts and handle expense reports for the Executive Office on a monthly basis and perform other duties as assigned.

What You Need for this Role

The Executive Office Assistant should have a commitment to TCG’s mission, core values and its equity, diversity & inclusion (ED&I)  work within the workplace and in the field. Excellent organizational skills and high attention to detail are required for the coordination of complex executive meetings and schedules. Additionally, we are looking for someone with strong interpersonal skills and a positive attitude. Proficiency using Microsoft Office Suite and Google drive, sheets, docs and experience in customer service, hospitality and/or service industry is a plus.

Compensation and Benefits

This is an hourly part-time position working up to 15 hours/week at a rate of $20/hour. Schedule will allow for some flexibility. Benefits are not included. TCG fosters a collegial environment that encourages a healthy work-life balance and the Executive Assistant will receive free TCG published books, a subscription to American Theatre magazines, and events for Staff designed by TCG’s “Fun Committee” to foster a warm, inviting and friendly office culture.

Application Deadline

All applications must be received by 5:00pm on August 23 or until the position is filled. Resumes will be reviewed as they are received, so applicants are encouraged to submit their materials prior to the deadline.

TCG is an Equal Opportunity Employer and has a strong commitment to equity, diversity, and inclusion (ED&I) in our hiring process, as well as in all areas of our work. At TCG we believe that diverse ideas, cultures, and traditions reflect the broad diversity of the US and are vital assets which enrich the programs and services TCG provides for the theatre field. We respect intersectionality of identities and are committed to ED&I in all areas of our work and workplace. Women, People of Color, LGBTQ+, neuro-diverse, people with disabilities, and non-binary candidates are strongly encouraged to apply.

 

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Rehearsal Director/Dance Coach

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Discussed individually
Application Deadline: 
August 26th

Contemporary AURA Dance Theatre based in Kaunas, Lithuania is looking for an experienced Rehearsal Director.

Rehearsal Director will run rehearsals, classes (as teacher/coach), make schedules for work days and tours, manage the dancers and work closely with the Artistic Director to ensure that all AURA Dance Theatre performances are rehearsed and presented to the highest standard.

Candidates must have Rehearsal Director/Artistic Assistant job experience, dance and teaching experience, strong people management and organizational skills.

AURA is the only one municipal theatre of contemporary dance in Lithuania and one of a very few companies of contemporary dance in Lithuania that shows the skills of the professional dance. Since 2014 theatre's troupe is international, containing dancers from all over the world (USA, Brasil, South Korea, Japan, Scotland, etc.)

AURA took part in various international events, represented Lithuania’s modern dance in 27 foreign countries (Austria, Great Britain, Greece, Canada, France, Russia, Finland, Sweden, Germany etc.), performed at more than 162 festivals.

AURA has about 50 city, national and international awards, also received excellent feedback from both local and foreign press.

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Shipping Co-ordinator

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£30,000 to £34,000
Application Deadline: 
1 August 2019

Opportunity to work for a world leading Fine Art Transport business.

Canary Wharf offices.  

Excellent Career development opportunity. 

Duties. 

  • Completing Full Customs Declarations for Imports (Air Freight & Road Freight) 
  • Inputting Customs Entries to ASM Sequoia (customs software system)
  • Issuing AWBs (Air WayBills)
  • Meeting client deadlines.

Essential Candidate Criteria. 

  • Good experience and knowledge of Import customs clearance procedures
  • Minimum of 3 years experience working in Freight Forwarding, Shipping, or Removals 
  •  Customs Clearance Platforms / Systems - ideally ASM Sequoia
  • You must be experienced in following Customs process :
    • customs processes relevant to Air Freight and Road Freight.
    • issuing Air way bill (AWB) / T-docs and other shipping documentation
    • completing Customs Entries from start to finishOur client.

Employee Benefits

  • Generous Employer Pension Contribution
  • Private Health Insurance
  • Life Assurance
  • 25 days holiday + bank & public holidays - increases over service
  • Cycle to Work Scheme
  • Season Ticket Loan

 

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Administrative Coordinator, Curatorial

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The Position:

The Administrative Coordinator, Curatorial provides critical support to the Chief Curator and Senior Deputy Director for Program Administration and helps ensure the smooth day-to-day operation of the Curatorial Department.

 

Responsibilities Include:

  • Manage the Chief Curator’s calendar and travel schedule
  • Communicate on behalf of the Chief Curator internally to staff and externally to colleagues, donors, trustees, artists, and other members of the public
  • Assist with preparations for trustee meetings and weekly curatorial department meetings
  • Manage departmental intern recruitment, assignments and seating in collaboration with the Human Resources coordinator
  • In coordination with the Sr. Deputy Director for Program Administration, develop and monitor departmental budgets and professional development allocations
  • Make departmental purchases and reconcile the monthly invoices
  • Maintain departmental invitation lists and manage RSVPs for events
  • Collect requests for and distribute exhibition catalogues
  • Coordinate meetings of the Board Exhibition Committee and Acquisitions Committees, including drafting and distributing agendas, taking and circulating minutes, and helping to prepare presentations
  • Orient new staff and interns to curatorial department policies and procedures
  • Track the status of exhibition and acquisition proposals and respond to proposals following curatorial review
  • Assist curatorial staff in preparing and updating exhibition checklists, drafting correspondence, processing loan requests and agreements, and responding to requests from other departments
  • Organize and submit Immunity from Seizure applications
  • Input and update the Museum’s CRM system as needed
  • Help coordinate the annual Purim Ball and “Art Tour” fundraisers, and assist staff from other departments on other cultivation events for trustees, Museum Council members and patrons
  • Represent the Museum at openings of exhibitions, conferences and other events, as needed
  • Other duties as assigned

 

Requirements:

  • B.A. or M.A. degree in art history, museum management or administration or related humanities field
  • Professional/administrative experience in the form of temporary assignments/internships of one-two years
  • Broad knowledge of contemporary art, art history and interest in Jewish history and culture
  • Excellent organizational, written and verbal communication skills, and interpersonal skills
  • Knowledge of German, French, Spanish or Hebrew language a plus
  • Computer and digital media literacy
  • Knowledge of The Museum System, Net X, and Salesforce a plus
  • Ability to work nights on occasion

 

The Jewish Museum is an Equal Opportunity Employer that is committed to building a culturally diverse staff and encourages applications from diverse candidates.

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Administrator

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Application Deadline: 
July 26, 2019

About ISPA

The International Society for the Performing Arts (ISPA) is a global association of arts management leaders, who come together with the shared goal of strengthening the arts internationally by building leadership ability, recognizing and discussing field-wide trends and new developments, and deepening global exchange through the arts. We achieve this through professional congresses, leadership development programs, resource sharing, and exchange.

Guided by a strategic plan, ISPA supports more than 500 members in 60 countries around the globe.  In addition to two annual congresses, ISPA supports multiple leadership development programs and regional events.  With a small but committed team of 5, the work environment is positive, collaborative, and encouraging of initiative.

Position and Responsibilities

Reporting to the Chief Executive Officer (CEO), the Administrator role is diverse including responsibility for office management, providing support services to the CEO, the ISPA Board of Directors and all committees, and contributing to the general team environment.  The incumbent will also support ISPA’s annual New York Congress planning committee and provide general assistance in realizing a successful Congress. 

Specific responsibilities will include:

Administration
ISPA’s offices in Manhattan support a small staff of five full-time positions and a seasonal intern in a shared environment. The responsibilities include:

  • Perform accounting tasks including day to day bookkeeping (QuickBooks), invoicing, accounts receivable and supporting annual budgeting and audit processes
  • Reception including answering telephones (as applicable); greeting guests in a shared reception environment; providing support services to members visiting the ISPA office
  • General office administration including overseeing office supplies inventory, sorting and delivering mail and deliveries and ensuring a well maintained environment that is clean and organized at all times
  • Other duties as assigned

Event Support
ISPA holds an annual Congress in January in New York and an international Congress mid-year (2019 – Guadalajara, 2020 – Taipei, 2021 - Reykjavik).  Working with the CEO and other staff, this position provides important support to the Congresses:

  • Support the Planning committee through active participation including but not limited to coordinating all meetings and preparing agendas and meeting minutes
  • Liaise with program participants and speakers to coordinate and book travel and accommodation
  • Other duties as assigned

CEO Support
Ongoing support to the CEO is an important element of the position. Responsibilities include:

  • Liaise and provide support to the board of directors and committees including creating and distributing meeting minutes, meeting agendas and other materials as may support the work of the committees
  • Maintain CEO schedule
  • Make travel arrangements as necessary

Requisite Skills

  • A diploma or related university degree
  • Three years experience in this or a related role
  • A demonstrated appreciation and knowledge of the performing arts in a global environment
  • Attention to detail, well organized and efficient
  • Work well in a team environment where a small staff are responsible for a variety of tasks and initiatives
  • Ability to work on many initiatives for different groups at the same time
  • Good verbal and written communications skills
  • Experienced and knowledgeable with day to day accounting and the use of QuickBooks
  • Facility with Microsoft Office programs
  • Familiarity with CRMs
  • A second language is a definite asset

Terms: Full-time, 1-Year contract, with expectation to renew, competitive salary plus benefits

Location: Manhattan with some travel.  Applicants must be authorized to work lawfully in the United States.

ISPA is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

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