Pennsylvania

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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Director of Individual Giving

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Pittsburgh Public Theater is seeking an experienced, energetic, driven and creative leader to spearhead its individual giving programs with a focus on building one-to-one relationships with The Public’s highest value patrons. The Director of Individual Giving is responsible for the strategy, planning, management and implementation of all aspects of The Public’s individual giving initiatives with the goal of significantly increasing giving from this sector. The Director also manages a portfolio of individual prospects. The position requires someone who is highly proactive and goal-driven.

Qualifications:  Bachelor’s degree or equivalent; 5+ years related experience; proven track record in securing new donors and upgrading existing donors; exceptional interpersonal skills; outstanding written and verbal communication skills; flexibility and an affinity for working in fast-paced environment; proficiency with Microsoft Office; fundraising database experience, Tessitura preferred; passion for the arts

Pittsburgh Public Theater is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

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Group Sales Manager

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Pittsburgh Public Theater is seeking an outgoing and results-driven Group Sales Manager to help usher in the next era of success for the organization's 45th Anniversary season and beyond. The ideal candidate will be a goal-oriented individual who will thrive on both outbound efforts and administrative management. The Group Sales Manager will lead the charge on planning and executing events, parties, tours, and pre- and post-show programming designed to increase ticket sales. This will include supervising Front of House staff, caterers, and other vendors as they relate to these programming efforts. This position will work directly with the Director of Marketing on strategizing and implementing campaigns to boost sales and audience diversity, and with the Director of Education and Engagement on Student Matinees and community engagement programming. The Group Sales Manager will also work with Development staff to coordinate joint initiatives and fulfill corporate sponsor benefits. This position will assist with general marketing initiatives and events, and serve as a social media liaison as needed

 

Qualifications: Bachelor's degree or equivalent. Sales experience with a proven track record is required as are exceptional interpersonal skills, and outstanding written and verbal communication skills. Must be computer-savvy, and able to understand basic website management of Group Sales web pages. Microsoft Office proficiency required, and basic graphic design experience preferred. Strong candidates will have a passion for the arts. Salary is a base salary plus commission. Applicants should submit a cover letter and resume to pkyle@ppt.org. Please include Group Sales Manager in the subject line. No phone calls.

 

Director of Individual Giving

Pittsburgh Public Theater is seeking an experienced, energetic, driven and creative leader to spearhead its individual giving programs with a focus on building one-to-one relationships with The Public’s highest value patrons. The Director of Individual Giving is responsible for the strategy, planning, management and implementation of all aspects of The Public’s individual giving initiatives with the goal of significantly increasing giving from this sector. The Director also manages a portfolio of individual prospects. The position requires someone who is highly proactive and goal-driven.

Qualifications:  Bachelor’s degree or equivalent; 5+ years related experience; proven track record in securing new donors and upgrading existing donors; exceptional interpersonal skills; outstanding written and verbal communication skills; flexibility and an affinity for working in fast-paced environment; proficiency with Microsoft Office; fundraising database experience, Tessitura preferred; passion for the arts.

 

 

Pittsburgh Public Theater is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

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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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Appraisal Project Manager

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commensurate with experience
Application Deadline: 
06/30/2019

Since 2010 Pall Mall Art Advisors, an international art appraisal and advisory firm, has endeavored to break the traditional ‘art advisory’ mold to provide a wide range of services tailored to the individual needs of private, institutional and professional clients as they engage with the global art market. Pall Mall Art Advisors is a highly respected source of independent advice for those buying or selling art, antiques and collectables. We are also market leaders in valuation services for the purposes of insurance, estate and tax planning and at the cutting edge of collections management. Tangible Asset Management is the umbrella term encompassing all aspects of our business.

We are seeking an Appraisal Project Manager to join our Conshohocken, PA office to provide support to National Sales team and oversee our team of experienced appraisers and art advisors in conjunction with our Director of Appraisers.

REQUIREMENTS

Industry Knowledge – Facility with industry and appraisal guidelines for Insurance, Damage loss, IRS donation, IRS Estate Probate, IRS Gift Tax, Divorce equitable distribution, and Current Knowledge of USPAP guidelines and tax changes related to tangible assets

Project Management - Skillful in organizing, implementing, and managing projects and tasks including multiple budgets, timelines and deliverables simultaneously.

Executive Administrative Assistant Experience including coordinating calls, organizing schedule and events, communication and correspondence with clients and referral sources, dissemination of information, research and collecting client data.

Excellent customer service, interpersonal and conflict management skills

Independent, pro-active, balanced approach with positive attitude under tight deadlines

Excellent written and verbal communication skills

Must be able to handle large work loads

Ability to work under high pressure and very busy situations

Facilitative Management - Ability to motivate and empower individuals and groups through Team Building, Coaching & Goal Setting

Leadership - Skillful in creating a strategic vision, motivating excellence in performance leading by example of action.

Understanding and knowledge of the Museum, Gallery, Auction and Fine Art Markets

 

RESPONSIBILITIES are inclusive of but not limited to:

Appraisal Coordination

Serve as a point person for all appraisal clients including major national relationships

Assess client’s needs, send proposal, book appointment & annual review (when possible) and collect payment

Schedule, coordinate & follow up with appraisers for onsite or remote appraisals; appraisal reminders, expense and Invoice reminder as well as photography and documentation submission

Work with the administrative team to efficiently bring projects to conclusion

Engage with clients regarding appointments, appraisals, general inquiries

Follow-up with client referral sources for clients they refer including project update and answering any questions they may have

Confirm appraisal appointments and project status updates with Sales Team including changes to appointments, project scope, and budget.

Complete and confirm final Invoicing for clients and accounting department

Overseeing Weekly, Monthly, Quarterly and Annual Reporting in various formats

to incoming telephone calls, perform necessarily follow up and communicate with sales team on client status.

Review, edit, and deliver final appraisal reporting to client

Team Support

Work very closely as support staff to one senior sales team member

Coordinate Regionally & Internationally for multi-territorial appraisals

Communicate any workflow changes with team and appraisers

Schedule Annual Appraisal Review & Issue Annual Review Letters

Maintain CRM system including tracking New Business, Projected Income, Confirmed Deals, Projects in Process and Closed Deals.

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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

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