Artistic Administrative Associate
Job Details
Houston Ballet - Headquarters - Houston, TX
Artistic Administrative Associate

Picture yourself at an amazing organization committed to inspiring a lasting love and appreciation for dance through artistic excellence, exhilarating performances, innovative choreography, and superb educational programs. At Houston Ballet, we recognize our responsibility to be an open, welcoming, and anti-racist organization where students, dancers, musicians, production crew, staff, trustees, and volunteers of all backgrounds collaboratively learn, work, and serve. Join us, and you’ll be surrounded by creative teams who challenge you, support you, inspire you, and celebrate artistic achievement. 

 

Summary:

The Artistic Administrative Associate provides high-level administrative support to the Artistic Department. Duties of the Artistic Administrative Associate are clerical and project-based and include scheduling travel and meetings, handling information requests and correspondence, and creating detailed documents. This position is often privy to confidential information and as such, requires diplomacy and discretion.

 

Essential Duties and Responsibilities:

Include the following. Other duties may be assigned.

 

Primary Support Personnel to the Artistic Director

  • Manage the Artistic Director’s extremely active calendar and communicate daily schedules
  • Coordinate all internal and external meetings, information requests, and administrative needs for the Artistic Director
  • Work closely with the Artistic Planning Coordinator to manage the Artistic Director’s rehearsal schedule
  • Manage travel bookings and creation of detailed itineraries for Artistic Director
  • Assist with management of the Artistic Director’s email account, corresponding on their behalf when required 
  • Manage, maintain, and liaise all income and property tax information as well as other personal accounts for Artistic Director, as needed
  • Attend and support all meetings as requested by the Artistic Director

General Administrative Support

  • Complete a broad variety of administrative tasks including data entry, expense reports, purchase orders, correspondence, note taking, document creation, mailing, filing, photocopying, and other department needs
  • Manage the Company dancer audition process including responding to audition inquiries, scheduling Company class auditions, booking open auditions, and processing applications and results
  • Provide support to the Artistic Staff, including fulfilling requests for studio, technology, and audio/visual needs
  • Assist with the compilation and scheduling of Company dancer annual evaluations
  • Alternate with Artistic Planning Coordinator to attend technical and dress rehearsals to take notes for Artistic Director and visiting choreographers/stagers, as needed
  • Assist with conducting research and creating content for artistic and management projects
  • Act as Artistic Department liaison with multiple departments on projects and information requests, with an emphasis on clear and concise communication
  • Make deliveries, deposits, and pickups, as needed
  • Help coordinate Visiting Artist schedules, events, and materials, as needed
  • Assist Company Manager with research, evidence collection, and assembly of immigration applications for Houston Ballet employees and visiting artists, as needed

 

Qualifications:

Minimum Requirements:

  • Bachelor's degree and/or 3 to 4 years work experience supporting senior managers or executives
  • Background knowledge of ballet terminology preferred
  • Experience working with a classical ballet company or other arts organization preferred
  • Excellent writing, grammar, proof reading, editing and presentation skills
  • Strong attention to detail and organizational skill
  • Ability to create and maintain articulate, professional, and timely correspondence
  • Advanced proficiency with Microsoft Word, Excel, Outlook, Zoom and Power Point

 

Competencies:

  • Organization/Planning – Develops clearly defined, realistic, measurable objectives that are consistent with the company’s objectives. Organizes personal workload and sets priorities; Uses time efficiently. Meets deadlines consistently.
  • Job Knowledge– Possesses the skills, knowledge and expertise required to perform the essential aspects of the job as well as any other specific educational and/or certification requirements
  • Communication – Communicates effectively in writing and verbally; expresses complex ideas in simple terms. Clearly and concisely expresses in individual or group situations. Comprehends and processes information and responds to communication from others. Communicates, empathizes, uses diplomacy, influences, and gains cooperation. Interacts effectively across functions and levels of the company.
  • Flexibility/Adaptability – Admits and corrects mistakes; ensures the integrity of work. Accepts constructive criticism or responsibility for outcomes. Effectively responds to change. Adjusts to and accepts changes in direction and priorities. Sees changes in the business or work environment, understands implications and adjusts priorities as needed on short notice.
  • Client-Peer Orientation –Builds partnerships, networks and coalitions with peers and others. Probes to discover peer underlying needs and matches available or customized services and resources to that need.

 

Work Environment:

  • Well-lighted, heated and/or air-conditioned indoor office setting with adequate ventilation.
  • Moderate noise (examples: business office with computers and printers, light traffic)
  • Work days are Tuesday – Saturday with significant work time outside of normal business hours required

 

*Only applicants that meet the required qualifications and that submit a cover letter and resume will be considered for this position.

Core Values:

Houston Ballet’s shared values are essential to our success as a world class ballet company and academy. These values guide our decisions and behaviors and shape our culture.

 

  • Excellence:  Employees show a passion for results. Our programs are recognized and awarded for excellence. We are committed to delivering quality programs at the highest standard. Work in all departments matches the caliber of the programming on stage.

 

  • Engaged: Employees are proud to be a part of a company that produces art and trains artists. They attend our performances and are tremendous advocates for the education and community engagement programs we offer. They are “all in” and are well versed in the mission of Houston Ballet.

 

  • Driven: Employees who are driven to take a goal and run with it. They need little prodding and they're excited to deliver results beyond the expectations of their supervisor. Employees that embrace being held accountable for their actions and work. They often deliver results superior to what was asked for and they reinvent SOPs leaving the job they're in better than they found it. Much of their work product becomes the standard for individuals who fill their role for years to come.

 

  • Collaborative: Employees unite around Houston Ballet’s mission and support each other in reaching goals. We share information widely and generously, and we treat our team members, customers, and patrons with mutual respect and sensitivity, recognizing the importance of diversity, equity and inclusion.  We nurture the growth and understanding of how each of us fits into the larger picture and we celebrate organizational achievements.

 

  • Patron Centered: Our patrons (subscribers/supporters/donors/stakeholders) are at the center of all we do and are at the top of our minds in our decisions and actions. Our patrons are delighted by the excellent customer service they receive at every interaction at Houston Ballet.
Houston Ballet Values:
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information. To request a reasonable accommodation to participate in the job application or interview process, please kindly contact the Houston Ballet Director of Human Resources at 713-535-3249.
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