Executive Administration Manager
6 months ago
**About the role**
This role is responsible for providing the highest level of administrative support to the Artistic Director as well as supporting the broader Artistic department, executing administration support, operational planning, coordination and leadership.
This position is integral to the effectiveness of the Artistic Director and the department overall, which includes the Ballet Staff Management Team (x10), who are actively responsible for providing day to day leadership of our Company dancers (approx. 75) and the associated rehearsals, scheduling, wellbeing and employment life cycle.
The Executive Administration Manager will work in partnership with the Artistic Director and department to maximise effectiveness and the efficiency of the Artistic Director, to ensure smooth day to day running of operations whether they are based in Melbourne or on tour.
The role requires some interstate travel each year, and requires someone who is able to work flexible hours, including some weekends and evenings, mirroring the work pattern of the team.
**Our Company**
The Australian Ballet is one of the world's leading national ballet companies and a globally recognised Australian major performing arts organisation. Each year the company presents upwards of 220 performances through its main stage seasons in Melbourne, Sydney, Brisbane, Adelaide and Perth; along with public programs, special events, an extensive regional tour, a Children's Ballet and Education programs and regular overseas tours.
Orchestra Victoria (OV), provides pit services for ballet and opera in Victoria, and is a wholly owned subsidiary of The Australian Ballet. The Australian Ballet and Orchestra Victoria have an annual turnover of more than $70 million and employ over 265 staff.
**Duties and Responsibilities**
**To support the Artistic Director, the Executive Administration Manager is responsible for**:
- First point of contact for all matters relating to the Artistic Director and the Artistic Coordination team.
- Manage all correspondence on behalf of the Artistic Director
- Organise, prioritise and manage the Artistic Director's diary, and associated activities.
- Prepare briefings for the Artistic Director for meetings attended by the Artistic Director; providing meeting notes and undertaking follow up activities on behalf of the Artistic Director.
- Arrange, circulate agendas, take and distribute minutes for meetings chaired by the Artistic Director, as required.
- Prepare and proofread the Artistic Director's board reports, program notes, and general written communication - internal and external.
- Research and prepare speaking notes for the Artistic Director for a range of events and activities with external stakeholders.
- Manage the Artistic Director's filing system and undertake filing of all required documents, whether hard or soft copy documents.
- Arrange the Artistic Director's travel and accommodation for interstate and overseas tours and other business requirements.
- Oversee and maintain the Artistic Director's expense account within required Finance timeframes.
- Represent the Artistic Director or Company as required internally and externally.
- Collate, manage and coordinate the Artistic team's ticket requests and invitation lists.
- Coordinate and action requirements for the Artistic Director as required.
- Event management as required.
**Dancer Management and Artistic Team Oversight**:
- Partner with Human Resources to ensure a seamless employment lifecycle for dancers relating to: onboarding, retirement, wellbeing, payroll, and contractual enquires.
- Manage communication with the HR team on new Dancers joining the Company, Dancer contract changes, Dancer promotions and all other associated HR / Payroll related activities.
- Provide onboarding support to all new Dancers joining the Company, including induction activities, support with new starter paperwork, communication of visa requests and other associated activities to ensure a smooth experience for the new Dancer.
- Support the Artistic team performance review process including communication, documentation and scheduling to ensure these occur within communicated timelines.
- Manage and host guests of the Artistic team, including Dancers and Creatives.
- Provide support and guidance to the Artistic team concerning requirements of the dancer EBA and associated company policies.
- Undertaking other duties or projects as reasonably requested by the Artistic Director.
**Qualifications and experience**
- Extensive senior administration experience, ideally within a fast-paced environment
- Demonstrated experience working in a dynamic, fast paced and sometimes challenging environment
- Demonstrable experience managing relationships with external stakeholders including the media and high-profile external contracts
- Tertiary qualifications in Business, Arts or other relevant discipline
- Strong understanding of the current Australian cultural scene and trends
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