Senior Administrative Officer

7 days ago

Melbourne, Victoria, Australia beBeeAdministrative Full time $110,000 - $140,000

About this role

This is a senior administrative position responsible for providing high-level support to the Artistic Director and broader artistic department. The successful candidate will be responsible for executing administration support, operational planning, coordination, and leadership.

The role requires close partnership with the Artistic Director and department to ensure smooth day-to-day operations, whether based in Melbourne or on tour. This involves working flexible hours, including some weekends and evenings, mirroring the work pattern of the team.

Main Responsibilities:

  • Provide 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.
  • Organize, prioritize, and manage the Artistic Director's diary and associated activities.
  • Prepare briefings for the Artistic Director for meetings attended by the Artistic Director.
  • Arrange and 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.
  • 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.

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.
  • 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.

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.

About us:

We are a leading national ballet company and a globally recognized Australian major performing arts organization. We present upwards of 220 performances through our main stage seasons in various cities, along with public programs, special events, an extensive regional tour, a Children's Ballet, and Education programs.

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