Administrative Assistant

Canada's National Ballet School; Toronto; On-site; CAD 40,000 - 55,000; Full time

Job summary

A leading arts education organization in Toronto is seeking a full-time Administrative Assistant to support its Executive team. The role involves daily administrative duties, coordinating meetings, and managing communications professionally. Ideal candidates will possess strong interpersonal skills, problem-solving ability, and proficiency in Microsoft Office. This position offers comprehensive health benefits and a supportive work environment focused on equity and professional development.

Benefits

Comprehensive Health Benefits

Employer-Sponsored Retirement Plan

Generous Paid Time Off

Professional Development Opportunities

Employee Discounts

Monthly Staff Socials

Qualifications

• Strong verbal and written communication skills.
• Experience drafting agendas, presentations, reports, and correspondence.
• Ability to manage multiple tasks and work under pressure.

Responsibilities

• Provide administrative support to the Executive team.
• Coordinate internal and external meetings.
• Track and organize key deadlines related to governance activities.

Skills

Interpersonal skills

Problem-solving

Communication skills

Initiative

Education

College diploma in Office Administration

Tools

Microsoft Office Suite

Job description

Overview

Are you passionate about dance and looking to make a meaningful impact in a vibrant and collaborative environment? Canada’s National Ballet School (NBS) is inviting applications for the full-time, permanent position of Administrative Assistant. This is a fantastic opportunity to become part of a dynamic team that supports the transformative power of dance across all ages and abilities.

About Us: At NBS, you’ll be part of a welcoming community dedicated to the arts and education. We offer a supportive work environment where new ideas are valued, and professional development is encouraged. NBS has 300+ employees supporting programs ranging from professional ballet training, community engagement, and health initiatives. Our collaborative work culture thrives on creativity, passion, and continuous growth. NBS is committed to being an equity-informed school and actively addresses anti-Black racism, reconciliation with Indigenous peoples, and systemic oppression in Canadian society.

Your Role: The Administrative Assistant plays a key support role in advancing the work of the Executive team at Canada’s National Ballet School (NBS). Reporting to the Senior Executive Assistant & Board Liaison, the Administrative Assistant provides day-to-day administrative and clerical support to enable the smooth functioning of the Executive Director, Artistic Director, and Board of Directors. The duties are performed in a regular office environment with frequent interruptions.

Major Duties and Responsibilities

• Provide daily administrative support to the Senior Executive Assistant & Board Liaison, including calendar coordination, document formatting, data entry, and follow-ups.
• Assist in preparing and proofreading presentations, correspondence, meeting agendas, and reports.
• Coordinate internal and external meetings, including scheduling, room bookings, catering, technology support, and minute-taking as needed.
• Provide administrative support to senior artistic staff, including drafting communications, and coordinating meetings and logistics.
• Attend and take minutes for Board and committee meetings, ensuring accurate records and timely distribution.
• Track and organize key deadlines and communications related to Board meetings and other governance activities.
• Handle general inquiries from staff, board members, and external stakeholders with professionalism and discretion.
• Assist with special projects and cross-departmental initiatives as assigned.
• Prepare and process purchase orders, track expenses, and support invoice submission processes.
• Maintain physical and digital files, ensuring organized and secure document management.
• Provide backup coverage for the Senior Executive Assistant when required.
• Other administrative duties as assigned.

What We’re Looking For: We value enthusiasm and a willingness to learn just as much as experience. We encourage you to apply even if you don’t meet every qualification listed. If you have strong interpersonal skills, a knack for problem-solving, and a passion for contributing to a creative and supportive environment, we’d love to hear from you!

Skills and Qualifications:

• Completion of college diploma in Office Administration or related field considered an asset.
• Open to new graduates, previous internships or administrative experience considered an asset.
• Experience working under pressure and managing multiple, competing tasks and priorities.
• Experience drafting agendas, presentations, reports, and correspondence on behalf of senior executives.
• Experience working in arts, education, or nonprofit environments is an asset.
• Commitment to equity and social justice, and strong alignment with our organizational values.
• Desire and ability to work with people of diverse backgrounds, cultures, perspectives, and lived experiences.
• Maintain a high standard of confidentiality, professionalism, and accuracy at all times.
• Strong verbal and written communication skills combined with the ability to listen deeply and authentically.
• Demonstrated ability to take initiative and contribute to the goals of a dynamic organization.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

What's in it for you:

• Comprehensive Health Benefits: Dental, Paramedical, Short & Long Term Disability, Life Insurance, Employee Assistance Program.
• Employer-Sponsored Retirement Plan.
• Generous Paid Time Off: 4 weeks of Vacation, plus Personal and Sick days.
• Commitment to Work-Life Balance: Standard 35-hour work week.
• Professional and Personal Development Opportunities.
• Bright and Beautiful Campus: Work in an environment surrounded by contemporary and historic architecture, live music and inspiring artists.
• Employee Discounts: NBS Ballet Programs, The Shoe Room and at the NBS Café (onsite lunch, snacks and coffee).
• Monthly Staff Socials: Our EDI and Social Committees host monthly events, e.g., Book Club, Blue Jays Games, Drag Bingo, Lunch + Learns, Costume Contests, Bake Sales, Holiday Celebrations and more!

Successful candidates must supply Canada’s National Ballet School with a Police Reference Check in accordance with the School’s Child Abuse/Sexual Abuse Prevention Policy; this will be coordinated through the Human Resources Department at NBS.