The Artistic Administrative Assistant will support the Artistic Department (Main Company, DBDT: Encore!, and Dallas Black Dance Academy) in its administrative responsibilities as well as theater productions.

• Prompt answering of telephones and accurate recording of messages

• Assist with productions as being a point of contact for a performance series and touring for the theater

• Ensure prompt distribution and handling of incoming and outgoing correspondence related to DBDT business operations

• Support the Artistic Director and Artistic Department in communications and follow up with choreographers, guest artists, composers, technical production crew and other vendors

• Coordinate travel logistics for choreographers and guest artists including but not limited to flights, ground transportation, hotel accommodations, etc.

• Develop accurate itineraries for visiting artists that include details regarding flights, hotel accommodations, rental vehicles, parking, etc.

• Review the DBDT Annual Operating Budget to create project budgets for each home season performance, touring engagement, outreach performance, etc.

• Compare and reconcile the initiated payment requests to the project budgets created and approved by the Artistic Director and Executive Director

• Initiate the drafting, review, and distribution of independent contractor agreements to all artistic partners including but not limited to choreographers, guest artists, composters, technical production crew, and volunteers

• Work closely with the Director of Operations to maintain and manage inventory of office supplies and to assist with coordination of major projects (i.e., performances, fundraising events, conferences, festivals etc.)

• Develop/maintain Dallas Black Dance Theatre’s filing systems in accordance with its office policies/administrative systems and ensure that the company’s documents and records or activity are maintained through documented systems of controls

• Provide office management/computer support to the artistic staff and other areas of the organization as assigned

• Provide general administrative support for artistic activities (including but not limited to) touring, outreach, masterclasses, workshops, performances, and special events

• Create and provide scheduled follow-up and final reports (including attendance reports) for City of Dallas and other funders regarding artistic activities as assigned

• Periodically review productivity/efficiency of existing administrative procedures and recommend changes

• Attend designated meetings and represent Dallas Black Dance Theatre at artistic, community, fundraising and publicity events

• Coordinate artistic department calendar of events and the company’s critical events calendar

• Support the policies and goals set by Dallas Black Dance Theatre’s Board of Directors

• Other duties assigned or approved by the Artistic Director

• Bachelor’s Degree preferred

• Experience in the arts is a plus

• Demonstrated knowledge and 3-5 years of job-related experience in administration and office systems

• Experience in working with shared leadership and with cross-functional teams

• Excellent skills in Microsoft Office

• Excellent verbal and written communication skills that include the ability to write effective business memos and correspondence appropriate for all levels

• Ability to effectively work with professional staff, develop good relationships with an inclusive workplace and support a collaborative team-oriented work environment

• Ability to solve problems in a strategic and tactical manner and use good judgment in making decisions

• Ability to work independently, use self-initiated follow-up to meet deadlines and proven ability to successfully manage multiple projects concurrently.

• Well-organized, self-motivated, goal-oriented, flexible and shows dedication and industriousness 

• Excellent skills in customer relations, customer service and vendor management.

• Able to work flexible schedules including evenings, weekends, and holidays.

• Ability to work effectively in a small, fast-paced, multi-faceted organization

$42,000-$48,000

Salary based on experience. Dallas Black Dance Theatre’s benefits include employer-provided health, dental and vision insurance, life insurance, and a retirement plan