Philadelphia

Executive Assistant & Board Liaison

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Application Deadline: 
7/31/2019

PENNSYLVANIA BALLET

JOB POSTING

Department:              General & Administrative

Job Title:                    Executive Assistant & Board Liaison

Reports To:                Executive Director

Classification:            Salaried-Exempt

Summary:

The Executive Assistant and Board Liaison provides high-level, confidential administrative support to the office of the Executive Director.  Duties of the Executive Assistant are clerical, administrative and project-based and include scheduling travel and meetings, handling information requests, preparing reports/presentations and correspondence and liaising with board members. This position is often privy to confidential information and as such, requires diplomacy and discretion.

Essential Duties and Responsibilities:

Executive Support:

Primary support personnel to the Executive Director

Complete a broad variety of administrative tasks for the Executive Director including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for meetings

Assist with donor database entry, organization, and reporting

Coordinate donor reporting and lists for organizational and development metrics and arrange donor cultivation appointments

Assist with visuals, tracking, and record-keeping of organizational statistics and metrics

Conduct ongoing research and create content as requested by the Executive Director

Coordinate and provide support for staff at organization meetings and events

Coordinate tickets to PA Ballet’s performances as requested by Executive Director, Artistic Director, and board members

Work and communicate with a diverse group of people, including the Board of Directors, patrons, the public and other PA Ballet staff

Clearly communicates to ensure precise and mutual understanding with department heads, Human Resources and/or appropriate personnel any information, mandates, appointments executed by Executive Director

Demonstrate common sense, flexibility, and teamwork with the strong ability to exercise independent judgment

General administrative and clerical tasks and other duties as assigned by Executive Director

Board Development

In addition to Full Board meetings, provide the primary support for Executive and Trustee committees as assigned

Prepare meeting agendas and provide needed background information to Directors and board leadership

Schedule board meetings, handle logistics of board meetings including the set-up/breakdown of Board Room, send materials for review prior to the meetings, take and distribute notes and field general queries from board members including the timely drafting and sending of meeting notices and agendas, meeting minutes, and other documents as needed

Prepare content and visuals for presentations and reports

Prepare and modify documents including correspondence, reports, drafts, memos and emails while effectively and accurately proofing own work

Establish and maintain effective relationships with Board Members by building rapport, and responding to their needs

Qualifications:

Bachelor’s degree and/or 4-5 years of work experience supporting senior managers/executives.

Advanced proficiency with Microsoft Word, Excel, Outlook and Power Point

Strong organizational and administrative skills

Discretion and strong attention to detail

Professional appearance and demeanor along with emphasis on social etiquette

Solid writing, grammar, proof reading, editing and presentation skills

Able to work evenings and weekends when job warrants such schedule

Ability to read and comprehend simple instructions, short correspondence, and memos.

Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

Contact Information:

To apply for this position, please send a resume and cover letter to jobs@paballet.org.

IMPORTANT: Please include the name of the position for which you are applying in the subject line of your e-mail. No phone calls please.

Disclaimer:

The statements herein are intended to describe the general nature and level of work being performed by the employee in this position.  These statements are not intended to be interpreted as an exhaustive list of all responsibilities, duties, and skills required of a person in this position.

Pennsylvania Ballet is an Equal Opportunity Employer.

 

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Operations Manager

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Application Deadline: 
7/12/2019

PENNSYLVANIA BALLET

JOB DESCRIPTION

DEPARTMENT: General & Administrative

POSITION: Operations Manager

FLSA CLASSIFICATION: Exempt

POSITION TYPE: Regular Full Time

GENERAL DESCRIPTION:

The Operations Manager is responsible for ensuring the successful operation of the PA Ballet facilities - both as a physical asset and as a base of operations – and for coordination of all IT services. This position reports to the Director of Finance and Human Resources.

TYPICAL WORK ROUTINE INCLUDES BUT IS NOT LIMITED TO:

Facilities:

Schedule, train and supervise front desk/security staff and cleaning staff

Monitor and maintain buildings and grounds at N. Broad location

Manage sub-contractors and coordinate maintenance projects

Manage all annual service and preventive maintenance contracts including HVAC, pest control, alarm systems (fire and burglar), green roof, refuse/recycling collection and piano tuning/maintenance

Prepare and maintain a master schedule for all Studio activities

Coordinate with Director of Production to manage off-site storage facility in Sharon Hill, PA

Develop and implement emergency procedures and evacuation plans including fire drills and implement safety and disaster training for staff

Manage capital projects to ensure issues such as waste management, risk management and scheduling are addressed before work begins

Manage all Studio rentals

Review monthly utility and service invoices and submit check requests to Finance Department

Monitor janitorial supply levels and order as necessary

Manage a facilities budget

IT Administration:

Serve as liaison with vendors for all IT services (currently Information Technology Services), including Business Intelligence Services for all things related to Tessitura, Web Development Services for website connection to Ticket Philadelphia, and Infrastructure Services for computer software and hardware.

Manage staff requests for IT services to ensure IT work hours fall within contractual limits when possible.

Maintain server and all software licenses and upgrades. Implement any/all new software. Work with vendor and ED to prioritize upgrading and/or replacement of computer hardware.

Manage computers, MS Office accounts, and phones for all staff, including set up for new employees and the disabling of terminated employees’ accounts.

Maintain shared office database (currently stored on a Synology NAS system), ensuring proper storage allocation, routine backups, and routine maintenance.

Provide on-site assistance to staff with any computer issues, and arrange for vendor assistance when necessary.

Maintain phone system and liaise with vendor (currently DCAnet) when necessary.

Other Administrative duties and projects as assigned.

OTHER RESPONSIBILITIES, KNOWLEDGE, SKILLS AND ABILITIES:

College degree is required

A minimum of five years of related experience is required

 Aptitude for administration, management, construction, mechanical equipment, landscaping, computer usage, purchasing, supervision, security and general services

Strong interpersonal, communication, and organizational skills with the ability to manage priorities and deadlines

Ability to communicate effectively with all constituents in a school environment

Knowledge of O.S.H.A. and E.P.A. requirements and the ability to routinely follow those guidelines and requirements

This position may require irregular working hours and days as needed

Highly proficient in Microsoft Office and computer technology

Must be able to lift up to 30 lbs.

To apply for this position, please send a resume and cover letter to jobs@paballet.org.No phone calls please.

ESSENTIAL FUNCTIONS:

Essential functions, as defined under the Americans with Disabilities Act, may include the aforementioned tasks, knowledge, skills and other characteristics.  This list of tasks is illustrative ONLY and is not a comprehensive listing of all functions and tasks performed by positions in this class. It does not imply that all positions within the class perform all the duties listed, not does it necessarily list all possible duties that may be assigned.

 

 

 

 

 

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General Manager

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PENNSYLVANIA BALLET

 JOB DESCRIPTION

2019

DEPARTMENT:                  Administration

POSITION:                           General Manager

FLSA CLASSIFICATION: EXEMPT

POSITION TYPE:   FULL TIME 

GENERAL DESCRIPTION:

The General Manager, (GM) is a member of the senior management team who is responsible for developing and monitoring budgets for the administrative, artistic, production, and touring departments.  The GM will report directly to the Executive Director, (ED) and work closely with the Artistic Director as well as the Directors of Finance & Human Resources, Marketing, Development, Community Engagement and School of Pennsylvania Ballet.   

TYPICAL WORK ROUTINE INCLUDES BUT IS NOT LIMITED TO:

ADMINISTRATIVE

Develop and monitor general and administrative operating budget (stated above) and all expenses contained within

Oversee all insurance policies, including D & O, health, liability, workers compensation

Oversee relationship with Shared Services and associated information technology expenses

ARTISTIC

Develop and monitor artistic expense budget, including choreographic, costume, lighting and scenic licenses

Negotiate individual artist agreements for dancers

Negotiate agreements for repetiteurs

Work with Executive Director on collective bargaining agreements for dancers and orchestra

PRODUCTION

Work closely with Production Director to develop and oversee production budget including production rentals, theater expenses (including stage hands), wardrobe contracts

Work with performance venue on scheduling and represent marketing, development, and artistic departments on all issues related to performance venues

MARKETING

Work closely with the Marketing Director with budgeting, planning and strategic initiatives.

TOURING

Explore touring opportunities within Pennsylvania, nationally, and internationally

Develop and monitor touring budgets

COMMUNITY ENGAGEMENT AND SCHOOL

Develop strategic initiatives for expansion of the school program in tandem with the school and community engagement directors.

Develop and monitor budgets

OTHER RESPONSIBILITES, KNOWLEDGE, SKILLS AND ABILITIES:

At least five years of direct experience working with production and artistic

Ability to work independently and proactively.

Experience managing staff and working in a leadership position

An enthusiasm for and knowledge of dance and/or other performing arts preferred but not required.

Ability to work evenings and/or weekends

Bachelor’s degree required

Proficient in Microsoft Word, Excel and PowerPoint and familiar with Tessitura

DISCLAIMER:

The statements herein are intended to describe the general nature and level of work being performed by the employee in this position.  These statements are not intended to be interpreted as an exhaustive list of all responsibilities, duties, and skills required of a person in this position.

More information about Pennsylvania Ballet can be found at www.paballet.org

Pennsylvania Ballet is an Equal Opportunity Employer

Contact & Links: 

Senior Manager, Individual Giving

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Application Deadline: 
6/1/2019

PENNSYLVANIA BALLET

JOB DESCRIPTION

DEPARTMENT:                  Development

POSITION:                           Senior Manager, Individual Giving                       

FLSA CLASSIFICATION: EXEMPT

POSITION TYPE:               ■ REGULAR FULL-TIME

PENNSYLVANIA BALLET:

Over the last 55 years.  The Pennsylvania Ballet has evolved from a vibrant local ballet company into a thriving world class artistic powerhouse.  In the last three seasons alone, under new Artistic Director Angel Corella’s guidance, the Ballet has catapulted to become a nationally-renowned ballet company, stepping onto the international stage with artists uniting athleticism and grace and cutting-edge innovation in new choreography.  With a goal to increase the structural and operational sophistication to allow Angel to continue the artistic trajectory of the company, PAB is seeking a Senior Manager, Individual Giving.

GENERAL DESCRIPTION:

The Senior Manager, Individual Giving will plan and manage all aspects of a comprehensive fundraising program for individuals targeting donors and prospects giving or capable of giving up to $10,000 annually to the Pennsylvania Ballet.  Working closely with the Director of Development, the Senior Manager will also be a frontline fundraiser and part of the team managing Campaign Solicitations.  The Senior Manager must be knowledgeable about mail, email, online and telefunding campaigns, database management and have some frontline fundraising experience.  This position has two direct reports – Development Services Coordinator and Individual Giving & Research Coordinator.  The Senior Manager will work with the Director of Development and other Development colleagues on the overall development plans for the Pennsylvania Ballet.  The Senior Manager reports directly to the Director of Development. 

TYPICAL WORK ROUTINE INCLUDES BUT NOT LIMITED TO:

Establishing a comprehensive and personalized calendar of solicitations and stewardship activities for Annual Fund donors.

Primary responsibility for the cultivation, appeals, engagement and stewardship of the leadership giving circle – gifts to the Annual Fund of $2,500 and above.

Member of the staff major gift for the Campaign – planning, cultivation and soliciting donors to the Campaign and managing an appropriately sized portfolio.

Overseeing the planning, creation, and implementation of all solicitation, stewardship programs and print materials for the Annual Fund including direct mail and email.

Overseeing the planning and implementation of cultivation and stewardship benefits and events for Annual Fund donors and prospects.

Overseeing the Individual Giving and Research Coordinator in the management of the telefunding team and working with the telefunding manager to maximize returns.

Overseeing the Development Services Coordinator in proper processing, acknowledging and reporting of all contributed revenue.

Special projects as assigned.

OTHER RESPONSIBILITIES, KNOWLEDGE, SKILLS AND ABILITIES:

Successful candidates will have at least three to five years of experience with annual funds and gift entry best practices as well as some experience as a frontline fundraiser.  He or she must have truly superior verbal and written communication skills, superb organizational skills, strong analytical and reporting skills, and a heartfelt appreciation for the performing arts.  Knowledge of the database system.  Tessitura is preferred though not required, as is familiarity with the art form of ballet.  This position will require irregular working hours and days as needed for events.

Candidates should forward their cover letter and resume via email to:

Jane Kamp

Director of Development

Jkamp@paballet.org

(No Phone Call Please)

DISCLAIMER:

The statements herein are intended to describe the general nature and level of work being performed by the employee in this position.  These statements are not intended to be interpreted as an exhaustive list of all responsibilities, duties, and skills required of a person in this position.

More information about Pennsylvania Ballet can be found at www.paballet.org

Pennsylvania Ballet is an Equal Opportunity Employer

Contact & Links: 

Company Manager

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Application Deadline: 
6/1/2019

 

PENNSYLVANIA BALLET

JOB DESCRIPTION

DEPARTMENT:                  Executive

POSITION:                           Company Manager  

REPORTS TO:                     Executive Director   

FLSA CLASSIFICATION: EXEMPT

POSITION TYPE:               REGULAR FULL-TIME

GENERAL DESCRIPTION:

The Company Manager is primarily responsible for all administrative and logistical matters involving Company dancers, guest artists, artistic contract administration, and Company touring.

TYPICAL RESPONSIBILITIES INCLUDE BUT IS NOT LIMITED TO:

Artistic Planning

Negotiate, process and track payment of all artistic contracts, licenses and royalties.

Secure appropriate visas as necessary for guest artists – choreographers, stagers, designers etc.

Maintain artistic files

Track and report all artistic expenses.

Secure hotel accommodations, per diems, and travel arrangements for visiting artists in Philadelphia, tracking use of sponsorship agreements with hotels & airlines

Coordinate and negotiate rehearsal schedules with visiting artists and Artistic staff.

Coordinate and negotiate performance schedules with artists and performance venues including load in/out dates, performance weeks, and performance times.

Update and provide personalized Guest Artist handbook to each guest throughout the season.

Coordinate comp tickets for guest artists for all performances.

Work with all appropriate departments to plan future seasons.

Work with Production Department to secure all production components for performances.

Gather, edit, and proofread content, including casting, for Playbills.

Provide administrative assistance and coordination for School involvement in Company productions.

Provide administrative assistance in the theater during performances in Philadelphia and on Tour.

Dancer Management & Support

Maintain all dancer personnel files, calculate & issue retirement/severance information as appropriate.

Prepare, distribute, and track new dancer new employee paperwork.

Maintain and distribute annual Dancer Calendar & Dancer Guide.

Secure appropriate work papers/permits/visas for dancers

Update Digital Dancer Callboard with media visits, guests in studios, etc.

Update dancer vimeo channel for archival and study videos.

Create dancer archival reel footage.

Schedule, track, submit pay requests for Wellness provider hours – Physical Therapy and Massage Therapy

Report injury claims for workmen’s compensation, work with medical providers to ensure payment of claims and maintain claim log.

Act as liaison between Wellness providers and Artistic staff.

Manage all workers compensation issues – report injury claims, work with medical providers to ensure payment of claims, and maintain claim log.

Act as liaison between injured workers and workers compensation insurance company.

Coordinate and track claims with Workers Comp Insurance company throughout duration of injuries – ensure payment of bills; track and oversee petitions between injured workers and company; act as liaison between injured workers and Workers Comp Insurance company.

Labor Relations

Work with Artistic Director to ensure Company dancer contracts are issued, or non-reengagement letters are issued, in compliance with the AGMA collective bargaining agreement.

Act as liaison between AGMA union representatives/AGMA dancers/AFM musicians, Artistic team and Administration and provide support in a professional, efficient and timely manner.

Schedule and lead monthly meetings of the AGMA/Management & Safety Committee.

Be knowledgeable of and monitor compliance with AGMA agreement.

Track and submit Dancer Overtime submissions per AGMA CBA guidelines.

Ensure rehearsal & performance schedule compliance with AGMA CBA

Participate in AGMA CBA negotiations with Executive Director & legal counsel

Financial Oversight

Prepare annual dancer payroll budget, update seniority formulas, promotions etc.

Prepare annual Artistic budget, and work with Finance dept to create monthly allocations and cash flow analyses.

Track & monitor PT budget

Ensure legal obligations are met regarding all artistic licenses.

Touring

Work with Executive Director to negotiate contracts for and schedule tours.

Arrange all logistics, travel, schedules, per diem, etc for all tours.

Work with Production Department to create tech riders & budgets for different touring venues and repertoire

Additional duties and responsibilities as assigned

EDUCATION

Bachelor’s degree

QUALIFICATIONS

Minimum 3-5 years experience in a performing arts organization, or relevant equivalent experience.

Experience in overseeing large budgets, tracking expenses.

Excellent attention to detail.

Strong interpersonal and communication skills, comfortable in fast paced environment.

Able to juggle many projects, priorities and deadline driven tasks simultaneously.

Ability and willingness to work collaboratively within department and across organization to support Artistic activities.

Able to think ahead and maintain self-driven initiative.

General knowledge and interest in dance & ballet helpful but not mandatory.

Excellent writing, editing, and proofreading skills.

Highly proficient in Microsoft Office Suite (Word, Outlook, Excel).

Basic comfort with HTML, WordPress, QuickTime and iMovie video editing.

DISCLAIMER:

The statements herein are intended to describe the general nature and level of work being performed by the employee in this position.  These statements are not intended to be interpreted as an exhaustive list of all responsibilities, duties, and skills required of a person in this position.

Contact & Links: 
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