Executive Assistant to the Director

Job summary

Provide executive and administrative support to the Director, including calendar and travel coordination, correspondence, documentation, budget tracking, and special projects. Support marketing and communications, event planning, stakeholder coordination, and operational improvements.

Job details

Location: Vancouver, BC (Metro Vancouver) Salary: $65,000 per year Position: Full-Time, On-Site Please note: This is a 100% on-site position. Hybrid and remote work arrangements are not available or negotiable for this role. About the Opportunity A premier Canadian classical ballet organization is seeking an Executive Assistant to the Director to support executive leadership during an exciting period of growth and expansion. Known for artistic excellence, world-class training, and acclaimed performance productions, the organization is entering a transformative phase with the expansion to a new facility. This is a unique opportunity to join a respected arts institution and play a key role in supporting operations, programming, marketing initiatives, and community engagement. Position Overview The Executive Assistant to the Director is a highly visible and integral role responsible for supporting the Director across a broad range of administrative, marketing, communications, and event-related functions. The ideal candidate is proactive, detail-oriented, highly organized, and able to anticipate needs before they arise. You are comfortable managing multiple priorities in a fast-paced environment and can communicate professionally with internal teams, external partners, sponsors, and stakeholders. This position also offers significant involvement in marketing and communications, making it an excellent opportunity for someone who enjoys content creation, social media management, branding, and strategic communications. Key Responsibilities Executive & Administrative Support Manage the Director’s calendar, meetings, travel arrangements, and correspondence. Prepare letters, reports, presentations, and other professional documentation. Assist with budget tracking, expense management, and reporting. Maintain confidential records and organizational files. Support the Director with special projects and strategic initiatives. Marketing & Communications Create, schedule, and monitor social media content and campaigns. Capture and curate photos, videos, and stories to showcase organizational activities and achievements. Assist with newsletters, website updates, promotional materials, and marketing campaigns. Coordinate with internal teams and external partners to ensure consistent branding and messaging. Track engagement metrics and contribute ideas to enhance audience growth and community outreach. Events & Stakeholder Coordination Assist in planning and executing performances, events, presentations, and photoshoots. Coordinate logistics with vendors, partners, and internal departments. Support sponsor relations and stakeholder communications. Ensure event materials, equipment, and resources are prepared and organized. Operations & Organizational Support Prepare meeting spaces and materials as required. Help streamline administrative processes and organizational workflows. Contribute to initiatives that support the organization's continued growth and expansion. Qualifications A post-secondary degree in Business Administration, Arts Administration, Communications, Marketing, or a related field, or an equivalent combination of education and experience. A minimum of 3 years of experience providing executive-level administrative support or working in a similar role. Exceptional organizational and time-management skills with the ability to manage multiple priorities. Strong written and verbal communication skills. Experience with social media management, content creation, and marketing initiatives. A high level of professionalism, discretion, and attention to detail. A proactive mindset and the ability to work independently while collaborating effectively with others. An interest in the arts, culture, or performing arts sector is considered an asset. Experience with website management, content management systems, and design tools is considered an asset.

What you’ll do

Provide executive and administrative support to the Director, including calendar and travel coordination, correspondence, documentation, budget tracking, and special projects. Support marketing and communications, event planning, stakeholder coordination, and operational improvements.

Requirements

Requires a post-secondary degree in business administration, arts administration, communications, marketing, or a related field, or equivalent education and experience, plus at least three years of executive-level administrative support or similar experience. Candidates should have strong organizational, communication, and time-management skills, marketing and social media experience, professionalism, discretion, and the ability to work proactively and collaboratively.

Listed skills

• Time management · Preferred
• Marketing Communications · Preferred
• Vendor Coordination · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Executive Support
• Calendar Management
• Travel Coordination
• Professional Writing
• Budget Tracking
• Expense Management
• Social Media Management
• Content Creation
• Marketing Communications
• Brand Management
• Event Planning
• Stakeholder Relations
• Vendor Coordination
• Organizational Skills
• Time Management
• Confidentiality

Job areas

• Administrative
• Marketing
• Creative & Media
• Management & Leadership
• Art & Design

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