Hiring Operations Associate
November 26, 2025
Company Description
Ballet Edmonton is a contemporary ballet company featuring a talented ensemble of ten dancers under the leadership of Artistic Director Kirsten Wicklund and CEO Les Sereda. The company focuses on commissioning and presenting original works while collaborating with creative partners globally. The organization is dedicated to fostering artistic innovation and engagement within the community.Role Description
This is a full-time, on-site position based in Edmonton, AB. As an Operations Associate, you will support the day-to-day operations of Ballet Edmonton, ensuring the organization runs efficiently. Responsibilities include coordinating administrative tasks, assisting with event logistics, providing customer service, supporting staff and performers, and handling various operational duties as required to ensure seamless organizational functionality.Qualifications
- Proficiency in Operations, with experience in managing and streamlining workflows effectively.
- Strong Interpersonal Skills and Communication abilities to collaborate with team members, stakeholders, and clients.
- Excellent Analytical Skills to evaluate processes, solve problems, and support effective decision-making.
- Customer Service expertise, with a focus on delivering positive experiences and addressing inquiries promptly.
- Ability to work independently and as part of a team in a dynamic, fast-paced environment.
- Organizational and time-management skills to handle multiple tasks and meet deadlines.
- Experience in arts administration or nonprofit organizations is an asset.
Roles & Responsibilities
- Performances, Events & Box Office / Front of House
- Oversee all performance and event operations to ensure exceptional patron experience.
- Build, manage, and maintain the technical backend of BE’s digital ticketing system (TicketSauce).
- Communicate with ticket holders and respond to patron inquiries in a timely and professional manner.
- Monitor weekly box office performance and prepare post-show ticketing reports.
- Lead all Front of House operations during performances, resolving ticketing or patron issues as needed.
- Organize lobby operations, including ticket tables, raffle sales, signage, and volunteer station setup.
- Coordinate volunteer schedules, training, and onsite support.
- Manage VIP and complimentary ticket lists and ensure accurate distribution to community partners and stakeholders.
Volunteer Management
- Recruit, schedule, and coordinate volunteers for performances, fundraisers, and special events.
- Develop and deliver volunteer training materials and onboarding processes.
- Maintain volunteer profiles and ensure accurate record-keeping.
- Coordinate volunteer appreciation initiatives, including post-event communications and invitations to performances.
Artistic Administration
- Secure music licensing, rights, and permissions for the Artistic Director and visiting choreographers.
- Work with the CEO and Artistic Director to draft and manage artistic and production contractor agreements.
- Liaise with artists to collect and store bios, headshots, and marketing collateral.
- Communicate with presenting partners (tour presenters, guest appearances) to share marketing assets and logistical information.
- Maintain and update the season calendar.
- Track artistic contracts and ensure royalties, payments, and reporting are current.
- Assist the CEO with work permit applications as required.
- Maintain dancer file administration as needed.
- Manage registration, inquiries, and communications for the Summer Dance Intensive
Fund Development & Sponsorship Support
- Assist in planning and coordinating fundraising events and donor engagement activities.
- Maintain donor records and process manual donations accurately.
- Ensure thank-you letters and donor acknowledgements are current and properly issued.
- Set up and manage new fundraising campaigns as required.
- Secure raffle licences and submit AGLC compliance reports.
- Liaise with sponsors to collect marketing collateral and fulfil sponsorship requirements.
- Review sponsor agreements to ensure completion, filing, and prompt payment.
- Track sponsor deliverables and ensure recognition requirements are implemented.
- Coordinate sponsor activation at performances and events (lobby tables, booths, signage, etc.).
- Prepare and distribute sponsorship fulfillment reports.
Accounting & General Administrative Support
- Work with the CEO to process payroll, ensuring accuracy in vacation tracking and other details prior to approval.
- Provide support with budget tracking and the preparation of financial reports.
- Manage and update organizational online platforms, apps, and databases.
- Maintain the company’s project management/task tracking platform and ensure proper file management practices.
- Track invoices and collaborate with the CEO and Bookkeeper to ensure timely authorization and payment.
- Support additional administrative, operational, and artistic projects as required.
Outreach
- Manage the day-to-day operations of Ballet Edmonton’s Art Connects program.
- Maintain relationships and coordinate logistics for all community programs, including (but not limited to) Art Connects, Barre Fit, Summer Dance Intensive, Invited Dress Rehearsals, and In-Studio Presentations.
- Contribute to the ongoing expansion and development of BE’s outreach vision and programming.
- Play a key role in shaping long-term strategic direction for Ballet Edmonton’s community engagement initiatives.
Tour Management
- Work with the CEO, Artistic Director, and presenting partners to develop touring schedules, timelines, and logistical plans.
- Book and manage all travel arrangements including flights, trains, ground transportation, and charters for dancers, artistic staff, and production crew.
- Prepare and distribute travel itineraries, tour books, and day-to-day touring communications.
- Manage per diems and meal planning, ensuring accommodation of all dietary and medical requirements.
- Ensure compliance with baggage restrictions, costume/production equipment transport needs, and group travel protocols.
- Support additional touring needs as required, collaborating closely with artistic and production leadership.
