Executive Assistant to the Director

Goldbeck Recruiting Inc; Vancouver; On-site; CAD 59,000 - 72,000; Full time

Job summary

Goldbeck Recruiting Inc is seeking an Executive Assistant to the Director for a premier Canadian ballet organization in Metro Vancouver. This full-time, on-site role supports executive administration, communications, marketing, and events.

The ideal candidate will be highly organized, reliable, and proactive, with excellent English communication and a willingness to work full-time on-site in Metro Vancouver.

Qualifications

• Post-secondary education in Business Administration, Arts Administration, Communications, Marketing, or a related field.
• Minimum of 3 years of experience providing executive-level administrative support or working in a comparable role.
• Excellent spoken and written English communication skills are required.
• Exceptional organizational, prioritization, and time-management skills.
• Ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Provide comprehensive day-to-day administrative support to the Director.
• Manage the Director's calendar, appointments, meetings, travel arrangements, and correspondence.
• Prepare professional letters, reports, presentations, correspondence, and other documentation.
• Assist with budget tracking, expense management, and reporting.
• Coordinate with internal teams and external partners to maintain branding and messaging.
• Support events and stakeholder coordination.

Skills

Executive support

Calendar management

Communication

Education

Post-secondary education in Business Administration

Post-secondary education in Arts Administration

Post-secondary education in Communications

Post-secondary education in Marketing

Tools

Content management systems

Job description

Position: Full-Time, Fully On-Site

Salary: $65,000 per year

A premier Canadian classical ballet organization is seeking a dedicated and highly dependable Executive Assistant to the Director to join its team 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 that includes expansion into a new facility. This is an opportunity for a hardworking and committed professional who takes pride in providing exceptional support and is willing to go above and beyond to help the Director and organization succeed.

This is a fully on-site position in Metro Vancouver. Candidates must be comfortable working in the office full-time. Hybrid or remote work arrangements are not available for this role.

Position Overview

The Executive Assistant to the Director is a highly visible and trusted position providing direct support to the Director across executive administration, communications, marketing, events, and day-to-day organizational priorities.

The successful candidate will be responsible, reliable, hardworking, highly organized, and receptive to direction and feedback. This role requires someone who takes ownership of their responsibilities, follows through on commitments, anticipates the Director's needs, and is willing to step in wherever needed to support the organization.

The ideal candidate understands that executive support sometimes requires flexibility and a willingness to go beyond a narrowly defined list of duties. They should be comfortable managing changing priorities, responding to time-sensitive requests, and maintaining a positive, solutions-oriented approach in a busy environment.

As this individual will regularly interact with leadership, staff, families, students, sponsors, partners, and other stakeholders, excellent professional English communication skills and a consistently polished and professional presence are essential.

Key Responsibilities

Executive & Administrative Support

• Provide comprehensive day-to-day administrative support to the Director.
• Manage the Director's calendar, appointments, meetings, travel arrangements, and correspondence.
• Anticipate upcoming needs, deadlines, and priorities and take initiative to ensure appropriate follow-through.
• Prepare professional letters, reports, presentations, correspondence, and other documentation.
• Assist with budget tracking, expense management, and reporting.
• Maintain confidential records, files, and sensitive organizational information with discretion.
• Follow through on requests and assignments accurately and within expected timelines.
• Assist the Director with special projects, strategic initiatives, and other priorities as required.
• Be willing to take on additional responsibilities when necessary to support the Director and broader organization.

Marketing & Communications

• Create, schedule, and monitor social media content and campaigns.
• Capture and curate photos, videos, stories, and other content showcasing organizational activities and achievements.
• Assist with newsletters, website updates, promotional materials, and marketing initiatives.
• Coordinate with internal teams and external partners to maintain professional and consistent branding and messaging.
• Monitor engagement and contribute ideas to strengthen audience growth and community outreach.
• Ensure written communications are polished, accurate, and appropriate for the organization's professional image.

Events & Stakeholder Coordination

• Assist with the planning and execution of performances, events, presentations, meetings, and photoshoots.
• Coordinate logistics with vendors, partners, sponsors, and internal departments.
• Support sponsor relationships and stakeholder communications.
• Prepare and organize event materials, equipment, documentation, and other resources.
• Represent the organization professionally when interacting with external stakeholders and guests.
• Provide hands-on assistance before, during, and after events as required.

Operations & Organizational Support

• Prepare meeting spaces, materials, presentations, and other resources as needed.
• Help improve administrative processes and organizational workflows.
• Identify tasks requiring attention and take initiative rather than waiting to be directed on every detail.
• Support changing operational priorities with flexibility and a collaborative attitude.
• Contribute wherever needed to support the organization's continued growth and expansion.

Qualifications

• Post-secondary education in Business Administration, Arts Administration, Communications, Marketing, or a related field, or an equivalent combination of education and relevant experience.
• Minimum of 3 years of experience providing executive-level administrative support or working in a comparable role.
• Exceptional organizational, prioritization, and time-management skills.
• Excellent spoken and written English communication skills are required.
• Strong attention to detail and the ability to produce polished, professional work.
• Demonstrated reliability, accountability, and follow-through.
• A strong work ethic and willingness to take ownership of responsibilities.
• Ability to receive direction and feedback professionally and execute requests effectively.
• Proactive and resourceful approach with the ability to anticipate needs and solve problems independently.
• Ability to manage multiple priorities and adapt to changing requirements in a fast-paced environment.
• Experience with social media management, content creation, and marketing initiatives.
• High degree of professionalism, discretion, maturity, and sound judgment.
• Ability to maintain a consistently polished and professional presence when representing the organization.
• Willingness to go above and beyond when circumstances require additional support.
• Ability and willingness to work full-time on-site in Metro Vancouver.
• Fluency in Cantonese and/or Mandarin is considered an asset.
• An interest in ballet, arts, culture, or the performing arts is considered an asset.
• Experience with website management, content management systems, social media platforms, and design tools is considered an asset.

Work Environment & Expectations

This position is best suited to someone who enjoys being closely involved in the day-to-day activities of an organization and supporting a busy executive. The successful candidate will be dependable, responsive, flexible, and comfortable taking direction while also using good judgment and initiative.

The organization is looking for someone who takes pride in their work, follows through on commitments, approaches responsibilities with a positive attitude, and is prepared to contribute beyond their core duties when needed.

Please note: This is a 100% on-site position. Hybrid and remote work arrangements are not available or negotiable for this role.