Photo: Dave Mai | Dancer: Riku Hirakoba

Opportunities with Ballet Kelowna

Founded in 2002, Ballet Kelowna is the sole professional dance company in BC’s Interior. The organization is committed to its role as a leader in the region through encouraging, promoting, and developing Canadian dancers and choreographers. The company performs annually for more than 12,000 audience members in Kelowna and on tour and provides unique dance training opportunities and outreach programs. Its Artistic Director and CEO, Simone Orlando, is an award-winning choreographer and former dancer with Ballet BC and The National Ballet of Canada. Under Orlando’s direction, Ballet Kelowna was named the 2024 Artistic Company of the Year by the BC Live Performance Network (formerly the British Columbia Touring Council) and was an organizational recipient of the Lieutenant Governor’s Arts and Music Award in 2022.

Administrator and Executive Assistant

Reports to: Artistic Director and CEO
Deadline: April 7, 2025
Employment Type: Full-time, Permanent
Hours of Work: 40 hours per week

We are seeking a well-organized professional who has an affinity for the performing arts and exceptional communication skills to provide administrative and executive support to the Artistic Director and CEO. This is a key role in the execution of programming, company management, and contracts with an array of responsibilities including financial processing, responding to public inquiries, coordinating and providing administrative support for programs and events, organizing the efficient operation of the office and studio, as well as coordinating all aspects of the company’s seasonal tours.

This is an excellent opportunity to participate in the evolution of one of Canada’s most exciting professional dance companies as we expand our programs and touring profile.

In addition to administrative prowess, the ability to build strong relationships with community members including program participants, supporters, sponsors, external partners, and donors will be key to the success of this role.   

Typical duties for the Administrator and Executive Assistant may include:

  • Responding to all public inquiries and building relationships within the community;

  • Processing and tracking donations, sponsorships, and memberships;

  • Managing the company’s programs by coordinating and preparing schedules and assisting with program registration.

  • Processing and preparing invoices and expense claims;

  • Coding receivables and payables including credit card statements and allocating them to appropriate projects;

  • Preparing, delivering, and receiving artist, presenter, and instructor contracts;

  • Organizing guest artist travel and accommodation;

  • Preparing cheque requisitions for contracted artists in accordance with contracted payment schedules, ensuring timely accurate payments for Guest Artists;

  • Preparing cheque requisitions for Artistic royalties and ensuring payments are made at year-end;

  • Contacting recording companies for rights and publishers for performance permission;

  • Ensuring that contracts are received, and the terms are met (usage and program credits);

  • Planning logistics, hotels, transportation, etc. for tours;

  • Coordinating volunteers for events or programs and tracking all volunteer activities and hours;

  • Maintaining a calendar of deadlines, programs, productions, and development activities;

  • Maintaining organization-wide documents, i.e. contact lists, membership forms, and Board meeting minutes;

  • Maintaining meticulous statistics of audience and program attendance, ticket sales, etc.;

  • Compiling donor and sponsor recognition information for house programmes

  • Assisting AD/CEO with letters of recommendation and other correspondence;

  • And, most of all, contributing to Ballet Kelowna’s mandate to encourage and develop Canadian dancers and choreographers.

If you:

  • have a related college or university degree and recent administrative experience or equivalent combination of education and experience;

  • take pride in making a difference in the community and are looking for a unique opportunity to work in an extremely creative setting;

  • have a keen eye for detail, top-notch organizational skills, ability to utilize various software programs including MS Office to increase efficiency and work towards progressive administrative practices;

  • have experience working within data bases (ex. Salesforce, Blackbaud);

  • have a proven ability to handle sensitive and confidential information;

  • have the ability to think creatively, work independently, and take initiative;

  • have the ability to build, maintain, and strengthen relationships, we want to hear from you! 

This is a full-time opportunity, 40 hours per week. Working hours will fluctuate slightly depending on programming, performances, and events, however Monday to Friday will act as the primary schedule. Salary commensurate with experience.

Ballet Kelowna supports equity and diversity in our organization, and we welcome applications from all groups. This includes women, visible minorities, Indigenous Peoples, persons with disabilities, persons of diverse sexual orientation, gender identity or expression (LGBTQ2S+), and others who may contribute to diversity. We believe a workplace with equal opportunity employment fosters creativity and strengthens connections to the communities we serve. 

How to Apply: We are looking forward to hearing from you and exploring how we might work collaboratively together to build momentum within this role and beyond.  Please forward a current resume and cover letter highlighting your strengths to ad.ceo@balletkelowna.ca by April 7, 2025, at 5:00pm PDT.  In keeping with our desire to build strong relationships in the community, all qualified candidates will be contacted.