Executive Assistant to The Artistic Director - Brisbane, Australia - Employment Hero

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Verified Company

Brisbane, Australia

2 weeks ago

Posted by:

Olivia Brown

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Description

Position:
Executive Assistant to the Artistic Director

Contract:
Full Time, Ongoing

Reports to:
Artistic Director

Commencement date:
February 2023

POSITION PURPOSE

The primary purpose of the Executive Assistant is to support the optimum operation of Queensland Ballet's Artistic Operations through the provision of a high standard of executive administrative support to the Artistic Director and wider Artistic team.

The Executive Assistant is responsible for scheduling meetings, taking minutes, maintaining databases, providing project support, producing reports and/or presentations for Queensland Ballet's Artistic Director, and Chief Ballet Master & Director of Artistic Operations.

The role requires a motivated individual with a passion for dance and/or the arts and a desire to be an integral member of Queensland Ballet's high performing team.

THE IDEAL CANDIDATE WILL EMBODY
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A passion for providing exceptional executive administrative support in a high-performance environment combined with a passion for ballet and the arts.
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The ability to build and sustain successful professional working relationships with a variety of stakeholders.
**# The position may require some inter
- and intra-state and/or international travel.**
REPORTING RELATIONSHIPS

This role reports to the Artistic Director.

RESPONSIBILITIES
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Provide a high level of confidential administrative support to the Artistic Director, and Chief Ballet Master & Director of Artistic Operations, in a timely and effective manner. This includes the preparation of written correspondence, reports, meeting minutes, scheduling, project support and other duties, including purchase orders and reconciliation of credit card expenses.

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Provide financial administration support to the Artistic Director, and Chief Ballet Master & Director of Artistic Operations, including processing receipts and reimbursements in a timely manner.

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Provide timely, effective diary management for the Artistic Director, and Chief Ballet Master & Director of Artistic Operations, prioritising and organising meetings with internal and external stakeholders.

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Act as the central point of contact between the Artistic Director and internal or external colleagues, including liaison with high profile arts, government and corporate identities.

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Provide administrative support for Government relations, including management of protocol for key officials.

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Coordinate communications and maintain a database for Political and Government representatives, and industry partners.

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Make all necessary preparations to facilitate the smooth conduct of meetings including the provision of minute taking.

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Maintain an effective electronic filing system that ensures that all Artistic correspondence is recorded and accurately filed.

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Attend to all incoming telephone calls for the Artistic Director and actively screen calls as required.

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Coordination of travel arrangements, accommodation, events and/or associated hospitality for the Artistic Director and other senior staff as required.

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Assist other business units within the Company as required. This may involve tasks such as providing assistant company management support, administrative support, arranging travel, providing assistance with functions and events and/or arranging catering for meetings.

Additionally, the Executive Assistant is also the central point of contact for some key business and strategic relationships including

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Government House; coordinate all communications.

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Board Directors, Corporate Partners and Donors; nurturing relationships with these VIPs, their Executive Assistants and other key stakeholders.

KEY CRITERIA
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Demonstrated experience in providing a high level of executive administration support combined with the ability to multi-task and thrive in a busy environment.
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Demonstrated high level interpersonal and communication skills (oral and written) with experience drafting correspondence and minute taking.
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Demonstrated ability to work collaboratively and liaise effectively with a wide variety of key stakeholders, always dealing efficiently and tactfully with sensitive and confidential matters.
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Proven organisational skills including the ability to effectively prioritise own workload and use sound judgement, to manage competing demands and deadlines, and deliver high quality outcomes.
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Proficiency using the MS Office suite, particularly Outlook, Word and Excel.

ABOUT QUEENSLAND BALLET
**Queensland Ballet is a vibrant, creative company which connects people and dance across Queensland. We offer a program of world-class productions of the best classical ballets and inspired contemporary dance works. The Company engages renowned choreographers and designers from around the world and nurtures emerging local talent by presenting exciting new works i