Executive Assistant
FLSA Classification
Non-exempt; Full-Time Salary
Salary Grade/Level/Family/Range
Salary Range TBD
Reports to
Executive Director
Date
Created: August 12, 2021
Last revision: March 18, 2025
Job Description
Summary/objective
The Executive Assistant provides administrative support to the Executive Director and Artistic Director on an as needed basis, including coordination of board-related activities, general office needs, and special projects. This role requires strong attention to detail, organizational skills, confidentiality and discretion with sensitive information. This position is ideal for an individual who can prioritize, provide excellent customer service and be outcome oriented. The Executive Assistant must be able to think strategically, be proactive and assertive, possess emotional intelligence, and demonstrate effective and clear communications.
Company Values
• Integrity – We lead by example and hold ourselves to the highest standards of excellence
• Tenacity – We make art happen, no matter what obstacle we face
• Creativity – We are innovative, visionary, and forward thinking
• Belonging – We cultivate a space in which individuals are met with kindness and respect
• Gratitude – We are grateful for each other and those touched by our mission
• Nurturing People – We develop and grow the talent in our organization and in our community
Essential functions
Reasonable accommodation may be made to enable individuals with disabilities to perform these essential functions.
• Coordinate board and committee meetings, including preparing and distributing meeting materials and minutes, and arranging meeting room setup.
• Schedule and maintain a calendar of appointments, conference calls, meetings, and travel itineraries, coordinating related arrangements, gathering information, and resolving scheduling conflicts.
• Act as a liaison between the Board of Directors, senior leadership, and staff regarding project updates, proposals, and strategic initiatives.
• Coordinate, schedule, and facilitate retreats, orientations, and training sessions for board members and staff.
• Prepare and compose correspondence, reports, presentations, and other related documents.
• Serve as the primary staff member supporting critical administrative projects.
• Screen and respond to inquiries, resolving routine issues and concerns.
• Provide exceptional customer service, both over the phone and in person, to all parties engaging with the executive office.
• Handle confidential and sensitive issues with discretion.
• Assist with invoice processing and department expenses as needed.
• Handle banking transactions and check requests.
• Manage the annual Nutcracker Boutique, including purchasing, pricing, setup, logistics, and teardown.
• Coordinate special projects as needed.
• Perform other related duties as assigned.
Competencies
• Must demonstrate excellent interpersonal, written and verbal communication skills.
• Must possess a high level of digital literacy, be proficient in Microsoft Office applications, and be comfortable working with databases.
• Must possess strong project management skills including planning, organizing, prioritizing, implementing, and evaluating.
• Must demonstrate a high-degree of integrity, dependability, accountability, and global fluency.
• Ability to handle business matters professionally and confidentially.
• Must demonstrate initiative, autonomy, and good judgement.
• Must work with meticulous attention to detail and strong organizational and analytical skills.
• Must be a strong collaborator and a team player.
Supervisory responsibilities
This position has no direct reports.
Work environment
• Work is conducted primarily in an office setting and at partner sites in the community. Event support at the main office location and at external event sites is required.
• Some weekends, nights, or on-call work are required.
Physical demands
• Physical requirements include sitting for long periods of time and heavy computer usage.
• Light physical effort is required – must be able to lift up to 20 pounds.
Travel required
• Travel to and from external event sites (within Maricopa County) is required.
• Must be willing and able to commute to and from the office and event sites on a regular basis.
Required education and experience
• High School Diploma or GED
• 2-3 years work experience in a related field or role
Preferred education and experience
• Associate’s Degree preferred
• Proficiency in Spanish desirable
• Experience as an Executive Assistant preferred
• Experience working in the arts and/or with artists is preferred
Additional eligibility requirements
N/A
Work authorization/security clearance requirements
Applicants must be legally authorized to work in the United States.
Affirmative Action/EEO statement
Ballet Arizona provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
Other duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
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