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Administrative Assistant

Ellison Ballet Foundation • New York, NY, United States of America • $22 - $24 / hour • 2d ago

Position SummaryThe Administrative Assistant provides administrative and operational support to the Managing Director and as coordinated through the Managing Director, to other EBF staff. The position performs administrative execution and support and does not independently exercise executive, artistic, financial, legal, or governance authority.Responsibilities are organized below in three tiers. Tier 1 represents the core of the position and most of the ordinary working time. Tier 2 represents regular recurring responsibilities. Tier 3 represents surge support concentrated in defined peak periods. The tiers are used to establish priorities when demands conflict and to structure performance review.2. Reporting and DirectionThis position reports to the Managing Director. The Managing Director sets priorities, assignments, schedule, and scope for this position and conducts performance review.Support provided to other staff members is coordinated through the Managing Director so that priorities remain clear. Requests that would change this position’s priorities, assignments, hours, or scope are directed to the Managing Director.Tier 1 — Core ResponsibilitiesExecutive and General Administrative SupportCalendar and meeting coordination for the Managing Director.Routine correspondence, scheduling, and follow-up.Document preparation, formatting, copying, scanning, filing, and organization.Maintain administrative records and shared electronic files.Track projects, deadlines, renewals, and requested follow-up.Prepare meeting materials, reports, presentations, spreadsheets, and administrative summaries.Conduct routine factual research and information gathering.Assist with special projects as assigned.Records, Files and SystemsMaintain organized administrative, vendor, insurance, compliance, and legal files.Maintain shared drive structure, naming conventions, and file access as directed.Track filing, renewal, and document deadlines and provide advance notice to the Managing Director.Assemble records and materials requested by counsel, accountants, auditors, or authorized staff.Assist with administrative implementation of approved policies and compliance processes.Fundraising and Donor AdministrationMaintain donor and prospect contact information, fundraising records, and related databases.Assist with donor correspondence, acknowledgments, scheduling, and meeting preparation.Conduct factual prospect and foundation research as assigned.Maintain fundraising calendars, deadlines, and supporting documentation.Assist with assembling grant applications, reports, and required attachments under the direction of authorized staff or consultants.Provide administrative support for fundraising events and donor meetings.Tier 2 — Regular Recurring ResponsibilitiesFinancial Administrative SupportOrganize invoices, receipts, and supporting documentation.Assist with routine data entry and financial-document organization.Track receipt of required paperwork and follow up on missing documentation.Assist the Managing Director, CFO, and Treasurer with administrative preparation of financial materials as requested.Administer order forms, payment collection, reconciliation, and fulfillment for showcase and performance video sales, merchandise sales, and photo-shoot payments.Vendor and Contract AdministrationMaintain vendor files, certificates of insurance, contracts, and renewal dates.Obtain routine information, quotes, or documentation from vendors.Place authorized orders and process purchase documentation for approved vendors, including print and promotional production.Track contract deadlines and required follow-up.Assist with preparation and circulation of approved documents for signature.Merchandise, Supplies and Costume AdministrationTrack merchandise inventory, maintain orderly stock, process sales and fulfillment, and identify replenishment needs based on sales records.Maintain office and program-supply inventories and prepare or place authorized orders.Verify and log costume inventory; maintain costume storage labels, photographs, and electronic costume records.Maintain the costume reference application and student costume loan records.Coordinate routine administrative follow-up concerning costume needs with faculty and staff.Music and File AdministrationFollow up with faculty and students to collect required music files for classes, exams, showcases, events, and competitions.Maintain organized shared music folders and appropriate file access for faculty.Events, Performances and Ticketing AdministrationAssist with event, performance, audition, and meeting logistics.Coordinate supplies, materials, reservations, and routine vendor arrangements as authorized.Administer the online ticketing platform for performances, including setup, seating charts, and coordination with the ticketing company and theater staff.Hold, release, and assign complimentary and reserved seats in accordance with allocations approved by the Managing Director.Coordinate with TDF and community partners as directed.Provide front-of-house and ticket-distribution support at performances.Assist with preparation and breakdown of administrative event materials.Community, Government and Institutional SupportMaintain contact lists and records.Schedule meetings and coordinate correspondence.Conduct factual research and prepare briefing and background materials.Track follow-up items and deadlines.General Office OperationsAnswer telephones and route inquiries; provide reception and general office coverage.Support faculty, students, parents, and pianists with routine administrative needs.Create and update spreadsheets and forms.Order and mail diplomas for graduates.Administer email accounts and Microsoft account provisioning for faculty and staff as directed.Tier 3 — Peak-Period SupportDuring the National Audition Tour, registration and enrollment periods, and the Summer Intensive, this position provides surge support to the Registrar & Summer Intensive Coordinator, including:High-volume clerical work such as document assembly, printing, copying, data entry, mailings, and packet preparation.Student ID production and preparation of orientation and attendance materials.Venue and vendor research, including research for future Summer Intensive venues.Routine event and Summer Intensive logistical preparation.Bulk email distribution and follow-up on missing forms at the Registrar’s direction.Qualifications and SkillsStrong administrative, organizational, and time-management skills, with demonstrated ability to manage multiple priorities and deadlines.Excellent attention to detail and accuracy in preparing documents, maintaining records, and entering information.Strong written and verbal communication skills and a professional, service-oriented manner.Proficiency with Microsoft 365, particularly Outlook, Word, Excel, PowerPoint, and Teams.Strong working knowledge of electronic file management, shared drives, cloud-based documents, and PDF preparation and management.Ability to create and maintain spreadsheets, forms, reports, contact lists, and administrative tracking systems.Comfort learning and working with database, ticketing, registration, and other web-based administrative platforms.Ability to handle confidential and sensitive student, personnel, donor, financial, and institutional information with discretion.Ability to work independently within established priorities while knowing when to seek direction or escalate an issue.Strong interpersonal skills and ability to communicate professionally with students, parents, faculty, donors, vendors, Board members, and outside professionals.Ability to work effectively in a small, collaborative nonprofit environment where responsibilities may shift according to organizational needs.Prior administrative experience required; experience in a nonprofit, educational, performing arts, or similar mission-driven organization preferred.Interest in or familiarity with the performing arts is preferred but not required. ConfidentialityThis position has access to confidential student, family, donor, personnel, financial, legal, and institutional information. Such information is maintained in confidence, used only for authorized institutional purposes, and disclosed only to persons authorized to receive it, in accordance with EBF policy and applicable law, both during and after employment.SafeguardingThis position works in a school serving minors. The Administrative Assistant complies with EBF’s safeguarding policies and reporting obligations, completes background screening and safeguarding training as required of EBF personnel with student contact, and promptly escalates any safeguarding concern in accordance with those policies.ScopeThis position description is not exhaustive. The Administrative Assistant performs other duties reasonably related to the position as assigned by the Managing Director. Duties, priorities, and scope of responsibility may be modified by Ellison Ballet Foundation at any time based on operational needs.