Administrator

Organization:

Vancouver Ballet Society

Deadline:

Jul. 2, 2025

Organization Description:

The Vancouver Ballet Society (VBS) is a non-profit organization dedicated to nurturing and advancing the art of dance in British Columbia. Established in 1946, VBS is the province’s longest-standing umbrella dance organization, with over 75 years of continuous operation.

Our mission is to support the next generation of dancers through exceptional training opportunities and financial assistance. The cornerstone of our programming is the Spring Seminar, an annual week-long intensive held each March that brings together talented students from across the province to study with acclaimed instructors.

Participation in Spring Seminar is the exclusive pathway to be considered for our scholarships, awarded to the top-performing students during the program. To help remove financial barriers, VBS also offers bursaries to students in need, enabling broader access to this unique opportunity.

In addition to Spring Seminar, VBS presents Master Classes led by internationally renowned dancers and instructors when major companies tour through Vancouver. We are also stewards of a valuable dance archive and library, with materials dating back to 1912. This collection is open to the public by appointment and reflects our commitment to preserving the legacy of dance in British Columbia.

Website:

https://www.vancouverballetsociety.com/

Job Description:

Reporting to the Board of Directors, the Administrator ensures the effective delivery of programs, services, and communications. This is a part-time hybrid role (approximately 18 hours per week), ideal for a self-motivated individual who enjoys variety in their work and thrives in a dynamic arts environment.

The position offers flexibility to work remotely, but some regular in-office presence is required, particularly during key periods such as Spring Seminar and the Annual Fundraiser. Some seasonal flexibility is expected based on the Society’s event calendar. The role requires working both independently and collaboratively.

Responsibilities:

Communications & Engagement
- Track, direct, and respond to all incoming communication (emails, phone calls, mail, etc.)
- Maintain the general organizational calendar and prepare communications for volunteers as needed
- Create and maintain social media content (Facebook, Instagram)
- Produce and distribute the monthly e-newsletter (Barre Facts) and the annual Spring Seminar newsletter
- Prepare posters, tickets, and promotional materials for events such as Master Classes, Spring Seminar, and the Annual Fundraiser
- Promote programs and events via Mailchimp, social media, and print/digital channels
- Regularly update the VBS website using WordPress and manage associated online forms through Formsite Membership,

Fundraising & Outreach
- Manage membership and donation payments
- Coordinate donation requests and acknowledgements related to fundraising events and Spring Seminar
- Develop and manage membership and scholarship fundraising campaigns using Mailchimp
- Assist with grant applications, donor communications, and fundraising letters or reports

Operations & Reporting
- Liaise with The Dance Centre (landlord) on venue bookings, rent, and maintenance of the office and library
- Acquire office supplies and coordinate servicing of equipment as required
- Manage student registration, payments, and logistics for Spring Seminar and auditions
- Coordinate all logistics for Master Classes including registration, payments, and venue bookings
- Assist with silent auction tracking and venue bookings for the Annual Fundraiser
- Prepare documents for monthly Board meetings and the Annual General Meeting (e.g. membership reports, website analytics)
- Track expenses, prepare deposits, process payments, and complete basic bookkeeping tasks
- Maintain organized digital files using Dropbox
- Develop, follow, and refine standard operating procedures to improve organizational efficiency

Qualifications:

- High school diploma or equivalent; post-secondary education an asset
- At least 2 years of experience in a similar administrative role, preferably within a nonprofit or arts organization
- Strong communication skills, both written and verbal
- Comfortable working with all age groups, including youth and seniors
- Proficient in Microsoft Office, especially Excel
- Familiarity with Mailchimp, Dropbox, WordPress, Canva, and Publisher considered an asset
- Ability to manage multiple projects, prioritize effectively, and troubleshoot basic tech issues
- Interest or experience in dance is a strong asset

How to Apply:

Email your cover letter and CV to vbs@telus.net with the subject line “Administrator Application.” We thank all applicants for their interest; only those selected for an interview will be contacted.

The Vancouver Ballet Society is an equal opportunity employer. We are grateful to the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ/Selilwitulh (Tsleil-Waututh) Nations for their continued stewardship of the unceded and occupied land on which our work takes place. As an organization founded and predominantly directed by settlers and immigrants, we understand our responsibility to seek out and build authentic relationships with Indigenous communities, and to allow this ongoing dialogue to influence our practices.

Remuneration:

$18/hr

Contact Name: Jo-Ann Gordon
Contact Email: vbs@telus.net