Executive Assistant to the Director

Goldbeck Recruiting; Vancouver; On-site; CAD 65,000 - 90,000; Full time

Job summary

The Executive Assistant to the Director will work closely with the senior leadership of the ballet organization, supporting administrative, marketing, communications, and event activities. The role requires proactive, organized professionals who can manage multiple priorities and communicate effectively with internal teams and external partners.

Involvement in content creation, social media, branding, and strategic communications is a key element of this role, with opportunities to contribute to

Qualifications

• Post-secondary degree in business, arts administration, communications or marketing or equivalent experience.
• Minimum 3 years providing executive-level administrative support.
• Strong organization and time management with multitasking ability.
• Excellent written and verbal communication skills.
• Experience with social media, content creation and marketing initiatives.

Responsibilities

• Provide executive and administrative support to the Director.
• Lead marketing and communications activities including content and social media.
• Plan and coordinate events, communications, and stakeholder engagements.
• Assist with budgets, reports, and special projects.
• Support operations as the organization grows and expands.

Skills

Executive support

Organizational skills

Time management

Written communication

Verbal communication

Social media management

Content creation

Marketing coordination

Independent work

Team collaboration

Arts involvement

Education

Bachelor's degree in Business Administration / Arts Administration / Communications / Marketing

Tools

Content Management Systems (CMS)

Website management

Design tools

Job description

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.