Ballet Co.Laboratory seeks a skilled Executive Assistant to provide high-level support to both the Managing and Artistic Directors. This trusted role plays a key role in advancing the organization’s fundraising, marketing, school, and patron engagement efforts.
The ideal candidate is a detail-oriented multitasker with excellent writing skills, a strong sense of customer service, experience with CRM databases, and a genuine passion for the performing arts. They are highly organized, discreet, and proactive, anticipating needs to keep projects moving forward.
This position requires someone comfortable engaging with a wide range of individuals—both over the phone and in person. Interested parties must be experienced in all Microsoft Office Suite applications and thrive in a dynamic, fast-paced environment where priorities can shift quickly.
Responsibilities
Development & Donor Relations • Accurately record and manage donor information in the organization’s donor database. • Process all donations and acknowledgment letters promptly and professionally. • Assist in maintaining donor segments and generating giving reports. • Support the creation and execution of fundraising campaigns and annual appeals.
Event Planning & Support • Assist in the coordination and implementation of the organization’s largest annual fundraising event: o Research and coordinate with vendors for services and supplies. o Assist with benefit fulfillment for event sponsors. o Lead coordinator of the Benefit Committee: including scheduling, notetaking, and follow-ups. o Solicit and support event fundraising elements in the silent auction, games, and raffle. o Assist with event marketing and communications. o Contribute to all aspects of event execution, including planning, on-site support, and post-event wrap-up.
Cultivation & Stewardship • Support donor cultivation/stewardship efforts through personalized communications (thank you letters, holiday cards, seat notes). • Assist with donor benefit fulfillment and event support for stewardship activities such as: o Opening night receptions, donor luncheons, sneak peeks, tours, and rehearsal events. o Coordinate invitations, RSVPs, timelines, and refreshments.
Institutional Giving • Collaborate with the Managing Director in researching, writing, and tracking foundation, government, and corporate grant/sponsorship proposals and reports.
Marketing & Outreach • Represent the organization at community events, festivals, outreach programs, and public appearances.
Box Office & Front-of-House • Serve as the main point of contact for setting up artist comp tickets and managing public ticket sales and exchanges. • Lead front-of-house operations at performances, including: o Day-of ticket sales. o Set up and tear down of ticketing, concessions, and merchandise areas. o Train and supervise front-of-house volunteers.
Board of Directors Support • Support Board of Directors’ operations through meeting coordination, agenda packet assembly, notetaking, ticketing, and pre-show experiences.
Company Management • Assist the Artistic Director in shoes orders, wellness scheduling, and quarterly one-on-one check-in coordination. • Attend weekly Company Meetings and take notes to be sent to the team after each meeting.
Database & Office Administration • Support BCL marketing and promotional efforts through list maintenance, promo material distribution, and other campaign/recruitment-related tasks.
• Assist the Artistic Director and School Manager in maintaining the school’s CRM database (registering new students, creating new accounts, tuition transactions, pulling of reports/lists). • Offer support for front desk duties when Work Exchange or School Manager is unavailable. • Assist with various research, purchasing, mailing, and other office tasks.
Qualifications
QUALIFICATIONS AND SKILLS • Bachelor’s degree with a focus on arts administration, communications, or business, plus 2+ years of relevant experience. • Excellent written and verbal communication skills. • Strong ability to multitask and manage multiple projects in a fast-paced environment with attention to detail and deadlines. • Mature judgment with the ability to maintain confidential information. • Proficient in Microsoft Office, Google Suite, and CRM software (experience in Little Green Light, Mindbody, and/or Arts People is a plus) • Experience with nonprofit fundraising, event coordination, or performing arts administration is a plus. • Occasional weekend and evening availability (for performance weeks and special events/initiatives). • Background in dance is a plus.
Ballet Co.Laboratory
Saint Paul, MN 55107
US
