Administrative Support Specialist

Department: Administration

Position Title: Administrative Support Specialist

Reports to: Director of Finance & Operations

Classification: Full-time, Non-Exempt

Salary Range: $50,000-$55,000

Location: 3515 Wisconsin Ave NW Washington DC 20016

Position Description:

The Administrative Support Specialist is a key role responsible for providing comprehensive administrative and clerical support across the organization. This dynamic and organized individual will coordinate company-wide activities, manage scheduling, and handle other critical tasks for the Executive Director and Artistic Director. Additionally, the Administrative Support Specialist will oversee the front desk area, serving as the primary point of contact for dancers, students, visitors, clients, and employees. This role requires strong interpersonal skills, attention to detail, and the ability to multitask effectively in a fast-paced environment, ensuring a positive experience for all who interact with the organization.

Key Job Duties:

Administrative Support:

• Organize the Executive Director and Artistic Director's calendars, identifying and resolving scheduling issues.
• Manage and prioritize correspondence and information flow for the Executive Director and Artistic Director.
• Ensure the Executive Director and Artistic Director have the necessary information and preparation for internal and external meetings, including conducting research and gathering and analyzing information from relevant team members.
• Move Executive and Artistic Directors' priorities forward through follow-up within the organization.
• Respond to phone calls, mail, and e-mail, handling a wide range of information dissemination; compose and edit letters, emails, and other correspondence.
• Provide additional administrative support, including expense reports, travel coordination, meeting logistics, filing, copying, and mailing as required.

Reception Duties:

• Greet visitors, answer phone calls, and direct inquiries to the appropriate department or individual.
• Maintain a tidy and welcoming reception area.
• Manage incoming and outgoing mail and packages.
• Schedule appointments and manage conference room reservations.
• Maintain a working knowledge of the TWB website and its contents to effectively direct general questions.
• Report facilities and equipment issues to facilities staff as they arise and relay issues at other NW buildings if needed.

Customer Service:

• Provide excellent customer service to clients, visitors, and staff members.
• Address inquiries and resolve issues promptly and professionally.
• Ensure all interactions reflect positively on the organization.

Office Administration:

• Monitor and maintain office equipment and supplies, including ordering and inventory management.
• Assist with administrative tasks such as data entry, filing, scanning, and photocopying.
• Coordinate All-Staff meetings.

Team Collaboration:

• Collaborate with other departments to support their administrative needs.
• Act as a liaison between departments, ensuring effective communication and coordination.
• Actively participate in creating a work culture that celebrates Diversity, Inclusion, Equity, and Belonging (DEIB).

Experience, Skills and Knowledge:

• Experience: 3-5 years in a fast-paced organizational setting; administrative experience in performing arts is a plus.
• Education: High school diploma or equivalent; office administration qualifications are a plus.
• Interpersonal Skills: Ability to interact effectively with students, parents, partners, and staff.
• Leadership: Capable of maintaining high standards and handling difficult conversations.
• Problem-Solving: Strong critical thinking and a drive for efficiency.
• Attention to Detail: Exceptional follow-through and accuracy.
• Teamwork: Able to work both independently and as part of a team.
• Time Management: Skilled in prioritizing tasks and meeting deadlines.
• Adaptability: Ability to manage competing priorities and adjust to challenges.
• Professionalism: Integrity, respect for confidentiality, and professionalism.
• Technical Skills: Proficient with business technology (Teams, SharePoint, Word, Excel, Outlook).
• Communication: Strong communication and organizational abilities.
• Customer Service: Experience in customer service or hospitality is a plus.

Working Conditions:

• This position operates in a professional dance company and school environment.
• The workspace for this role is based at the reception desk in the lobby entrance.
• Regular working hours Monday through Friday 8am - 4pm. Rare evening or weekend hours might be required.
• The role may require standing or sitting for extended periods and occasional lifting of up to 20 pounds.

Non-Discrimination

The Washington Ballet is committed to workplace diversity and inclusion. We are an equal opportunity employer and do not discriminate in hiring or employment on the basis of race, color, religion, national origin, gender, marital status, sexual orientation, age, disability, veteran status, or any other characteristic protected by federal, state, or local law.

Benefits

• Employee Health, Dental and Vision Insurance
• Short Term Disability and Life Insurance fully paid by TWB
• 403b Retirement Plan Option for Employee's Pre-tax & Roth Contributions
• Two weeks annual leave +12 holidays + 2 personal days+ floating holiday
• Six sick days annually
• Free adult ballet classes
• Access to discounted tickets to performances

Application Instructions

Please submit your resume, cover letter, and three references. We encourage all interested applicants to apply even if they do not feel they meet 100% of the qualifications. We are dedicated to considering a wide array of candidates including those with non-traditional background and experience in the performing arts. Please use your cover letter to elaborate on what you hope to bring to this role and how your prior experience has prepared you for this opportunity.

About The Washington Ballet

Celebrating its 80th year as an organization, The Washington Ballet grew out of the success of The Washington School of Ballet, founded and directed for years by legendary dance pioneer Mary Day. Today, The Washington Ballet's mission is threefold: To bring the joy and artistry of dance to the nation's capital and the world's stage through the professional presentation of the best in classic and contemporary ballet; To provide the highest caliber of dance training through a preeminent school of ballet; and to serve and involve the entire community through extensive dance education and community engagement programs.