Charlotte Ballet – Academy Administrative Assistant

Categories: Job Opportunities

Section I – Job Identification

Job Title: Academy Administrative Assistant

Department: Charlotte Ballet Academy

Report To: Academy Experience Manager

Classification: Part-time (10 – 27 hours available); Non-Exempt

 

Section II – Job Purpose, Scope & Responsibilities

Job Purpose: Serves as first contact to Charlotte Ballet’s visitors, guests, and callers. Provides welcoming, informative, and professional reception in support of all the organization’s departments. Assists with daily student check-in and dismissal, and additional Academy administrative functions as needed.

Job Duties and Responsibilities:

Front Desk Reception and Facility Upkeep (50%)

  • Monitor main entrance and exit, push button for entry, check students in by verifying daily health screens
  • Assist with student pick up as evening classes conclude
  • Accept deliveries and sort incoming mail
  • Take messages, direct queries to correct department/employees
  • Address general questions from walk-up visitors
  • Answer Charlotte Ballet main phone line; Forward calls & messages
  • Disinfect and maintain reception cleanliness
  • Assist day porter with disinfecting studios between classes as needed
  • Provide Zoom support to Academy instructors as needed

Academy Administration (50%)

Academy Registration and Mailings

  • Assist with entering and maintaining records in CRM database
  • Assist with processing registrations & payments, answer questions regarding placement classes and registration
  • Assist in pulling Academy related reports as needed
  • Create flyers as needed for Academy announcements
  • Assists with mass e-mailings to Academy families for Summer Placements, Fall Student Evaluations and Placements, etc.
  • Process payments for Adult Drop In Division classes

National Audition Tour & Summer Intensive

  • Assists with National Audition Tour Pre-Registrations via CRM
  • Assists with National Audition Tour data entry & result emails
  • Assists with Summer Intensive Registrations

Children’s Cast Support

  • Assists with Nutcracker & Spring Story Book audition, registration, and rehearsal related questions and processes

Assists with additional Academy performances as needed

 

Section III – Job Dimensions and Qualifications

Positions Supervised: None

Internal Contacts:  Charlotte Ballet Staff, Faculty, and Artists

External Contacts:  Academy Parents, students, and prospective families; visitors, guests, vendors

Education Level &  Requirements: High School diploma required. At least two years of receptionist related experience required. Must have a flexible schedule to include nights and weekends, and the ability to work in a fast paced, high volume event environment. Must be outgoing, welcoming, attentive to detail, and professional. Must prove strong communication and organizational skills.

Related Experiences: 2 – 3 Years of Receptionist experience preferred

Shifts: Separate morning and evening shifts available; Saturday availability a plus

Compensations: Based on experience

Professional/Technical Competencies: Front desk phone system, basic computer skills, Word, Excel, Publisher, Database Software, Credit Card Processing, Copy Machine, Postage Machine, Customer Service Skills

 

To Apply: Visit the Administrative Assistant posting on Indeed.com.

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