Ballet West Administration
Ballet West Administration offices are located in the Jessie Eccles Quinney Ballet Centre, adjacent to the Janet Quinney Lawson Capitol Theatre in downtown Salt Lake City. All qualified candidates are encouraged to send a cover letter, resume/CV and compensation history and compensation requirements to firstname.lastname@example.org.
No phone calls should be made to the Ballet West offices, or to Ballet West personnel, regarding job postings.
Special Events Manager
The Special Events Manager is responsible for organizing, managing and producing all of Ballet West’s development events. This includes annual fundraisers, performance receptions, campaign events, cultivation events and donor tours. In addition, this role will also manage all details for domestic and international donor tours and will act as the liaison for the Ballet West Guild. There is a financial goal tied to all fundraisers and tours.
Duties and responsibilities
- Organize, manage and produce annual fundraising events (which currently include the Annual Gala, Beer & Ballet, Sugar Plum Parties, Closing Night Parties, as well as various other fundraising events).
- Manage performance intermission receptions, donor cultivation events each season and other 3rd party partner events, when requested.
- Support special fundraising campaigns by assisting with on-site and off-site events and presentations (such as, Nutcracker Campaign)
- Manage special donor touring packages, domestically and internationally, that include, but not limited to: travel itinerary, airfare, ground transportation, event tickets, donor experiences, etc.
- Liaison between Ballet West and the Ballet West Guild, which includes, but not limited to: special fundraising events, advocacy events, and volunteer opportunities.
- Calendar all events and secure venues, catering, marketing, permitting, ticketing, decor and logistics for each. Execute all event details on-site ensuring smooth and organized event operation. This includes managing all setup and breakdown, train and direct event staff, running the event and keeping it on schedule.
- Manage and maintain annual Special Events budget and individual event budgets, ultimately meeting or exceeding specified revenue goals.
- Spearhead in-kind partners as it relates to support special events: venues, food and beverage, flowers, décor, etc.
- Work with Development Coordinator to create contracts, benefit and marketing fulfillment, and send end of year/season follow up fulfillment letters, as necessary.
- Work in coordination with Marketing Coordinator to schedule and communicate volunteer needs for all Special Event-related activities.
- Work closely with the Marketing Department to ensure appropriate material(s) is/are produced for each event – invitations, signage, programs, etc.
- Collaborate with department colleagues and senior staff to strategize the most effective fundraising campaigns and donor relations’ communications as related to events.
Minimum 3-5 years’ full-time experience in Event Management in a Development-related environment
- Broad knowledge of fundamental Event Management, plus that of fundraising and Development-related principles and practices.
- Ability to track, meet and exceed stated revenue and expense goals.
- Ability to self-manage while executing complex deadline-oriented tasks and projects.
- Solid project management and organizational skills, including the ability to prioritize and execute multiple activities at the same time.
- Solid analytical comprehension, proactive mindset, and precise attention to detail.
- Computer literacy in a Windows environment and Database Management. High level of Microsoft Office competency including Excel, Word and Powerpoint.
- General working knowledge – and practical application with – Tessitura software from a Development standpoint.
- Ability to work within a diverse team of individuals with varying levels of experience to produce the highest quality events.
- Excellent writing and proofreading abilities.
- Strong interpersonal skills
- Knowledge of ballet and the arts very helpful.
Academy Parent and Student Coordinator
Assists in the essential daily functions of the Ballet West Academy with a focus on Academy students and their parents.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Under the direction of the Academy Administrator/Registrar, assist with all administrative aspects of the Ballet West Academy, including, but not limited to:
• Student registration
• Academy events/performances
• Class roles & attendance reports
• Generating reports pertaining to current and former students
• Answering phones
• Assisting current/former/prospective students and parents with any questions/concerns
• Handling email, in-person, and mail correspondence
• Filing, organizing, and maintaining student records
• Collecting tuition and fees
• Coordinating tickets to company and academy performances
• Assisting with management of volunteers/chaperones
• Daily, light housekeeping
ADDITIONAL DUTIES AND RESPONSIBILITIES include the following.
If needed, gives presentations and tours of academy facilities.
Interacts with co-workers in the spirit of cooperation, collaboration and teamwork.
Maintains a positive attitude toward change. Assists as needed with the Ballet West Summer Intensive program.
Other duties may be assigned.
This individual should be present in the office during the following hours* to handle daily tasks:
Office Hours: 8:30am.-12:00 p.m. Monday-Friday
*office hours subject to change
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
This individual will act as an initial point of contact for all current and prospective students & their parents. It is of upmost importance that this individual possesses excellent customer service and problem solving skills and an ability to remain calm and professional under pressure.
Minimum two years experience in customer service related field. Experience working with children and their parents strongly preferred. Experience in dance preferred but not required.
High School diploma.
Some college preferred.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
Ability to write routine reports and correspondence.
Ability to speak effectively before groups.
Strong written and oral communication skills.
Ability to add, subtract, multiply and divide in all units, using whole numbers, common fractions and decimals.
Ability to compute rates, ratios and percentages.
Understanding of budget preparation practices.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
CERTIFICATES, LICENCES, REGISTRATIONS
Valid Driver’s License and Social Security Card ID
Ability to work within the Windows environment, specifically, Word, Excel, Access (or a familiarity with relational data bases) and Outlook. Stores all data on proper drive.
Flexibility and adaptability
The physical demands described are representative of those that must be met by an employee to successfully perform the functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to talk or hear. The Employee is frequently required to sit. The employee is frequently required to stand; walk; stoop, kneel, crouch, or crawl, and to use hands to finger, feel, handle and reach with hands and arms. The employee must occasionally lift and/or move objects up to 25 pounds in weight. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust and focus.
The work environment characteristics described here are representative of those an employee may encounter while performing the essential functions of the Academy Student and Parent Services Coordinator. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.
Patron Services Advisor
Reports to: Patron Services
FLSA Status: Part-time, Hourly
SUMMARY: The Ballet West Patron Service Advisor will be responsible for taking inbound orders and making outbound calls, while providing exceptional customer service, in assisting patrons with season and single ticket orders, including ticket purchases, exchanges, and group orders. The Patron Service Advisor will also be responsible for actively up-selling with the goal of increasing Ballet West subscriptions and donations.
ESSENTIAL DUTIES AND RESPONSIBILITIES: The duties and responsibilities for the Patron Service Advisor include the following. Other duties may be assigned:
- Sell and process ticket packages and single tickets over the phone and in person via Tessitura Ticketing System
- Solicit donations/ season tickets via inbound/outbound phone calls
- Help meet pre-determined goals for ticket sales, promotions and contributions
- Follow-up with clients
- Identify potential group and corporate sale prospects
- Help maintain complete and accurate customer records
- Assist in preparing direct mail projects
- Work events and shows
QUALIFICATIONS: Qualified candidates should have prior customer service experience; excellent interpersonal, written and verbal communication skills; ability to work independently and as part of a team; high level of professionalism and grace under pressure; courteous attitude and strong listening skills; willingness to take a high volume of inbound calls and numerous outbound calls with a high energy level; commitment to setting and achieving goals; strong desire to succeed; excellent phone and computer skills; ability to learn and use Tessitura Ticketing Systems. Passion for the arts is desired.
EDUCATION AND EXPERIENCE: Experience in customer relations in a ticket office environment and familiarity with the Tessitura Ticketing System, experience in telemarketing/telefunding and a background in dance or arts is preferred but not required. High School Diploma required.
OTHER REQUIREMENTS: Ability to travel locally. Due to the nature of Ballet West’s business (performing arts organization) work requires employee to be available to work after hours and some weekends.