Administrative Assistant to the Artistic Director

Organization Mission

National Dance Institute of New Mexico is founded with the knowledge that the arts have a unique power to engage and motivate children. The purpose of our distinctive programs is to help children develop discipline, a standard of excellence, and a belief in themselves that will carry over into all aspects of their lives.

Purpose of Artistic Director’s Assistant Role:

The Artistic Director’s Assistant plays a critical role in enabling the Artistic Director to work most effectively with internal and external stakeholders to enable her to execute annual and strategic objectives for the artistic department. The Artistic Director’s Assistant provides a high level of administrative support including general administrative and communication as well as specific support of department projects and initiatives. The position will efficiently and effectively manage the AD’s communication and is responsible for anticipating AD’s needs and proactively bringing together the resources to meet those needs. The Artistic Director’s Assistant is part of NDI New Mexico’s artistic administrative staff.

Primary Responsibilities:

Executive Administrative Support

• Manage Artistic Director’s calendar in Outlook and other formats as required.
• Screening and prioritization of incoming communication to the Artistic Director.
• Preparation, review, and completion of correspondence as necessary.
• Schedule and prepare for meetings (in-person and hybrid) and calls, including physical environment, materials, communications, note-taking, follow-up on action items, and other needs; technical support for communications and meetings includes Zoom, Teams, Survey Monkey, Microsoft Suite
• Support management of Artistic Department Microsoft Teams files and hard copy files.
• Liaise and coordinate with a variety of professional business contacts.
• In coordination with Manager of Arts Administration, review and communicate around Master Artistic Timeline and Artistic Program Outlook calendars to ensure coordination, accuracy, and anticipation of departmental milestones.
• Support the program directors’ communications with the AD: support the artistic management team in their ability to raise critical issues with the AD and receive needed responses, guidance, and decisions.
• Assess inquiries directed to the AD: determine the proper direction and delegate appropriately.
• Organize and arrange travel logistics for artistic department as necessary (conferences, guest artists) 
• Collaborate with Executive Director’s Assistant and others as needed to schedule and coordinate staff meetings

Project Coordination and Support

• Manage administration for Teaching Artist in Residence program including communication with artists and candidates, coordination of marketing and communication efforts, management of travel, scheduling, and other logistics.
• Manage administration of Artistic Department enrichment and start-up meetings and workshops, including the creation and distribution of materials, sending and creating response reports for surveys, coordinating presentation materials, and recording meeting minutes following established protocols. Serve as tech support during virtual and in-person meetings.
• Support Artistic HR needs: keeping website up to date with bios and headshots; communication with outside organizations for recruitment and teacher training opportunities; coordination of travel logistics for staff position candidates  
• Support execution of select special events and projects, supporting AD’s communications and logistical planning as needed

Other:

• Other duties as required.

Working Conditions, Environment and Physical Requirements:

• Duties performed in a variety of environments including NDI New Mexico offices, schools, residency sites, and other locations.
• Requires reliable transportation and reimbursable in-state travel to NDI New Mexico locations, participating schools, residency sites, and community events.
• May be required to lift up to 25 lbs.
• May be required to navigate stairs.
• Ability to work at a computer and/or telephone for extended periods of time.

Knowledge, Skills, and Abilities Required:

JOB SPECIFIC REQUIREMENTS:

• Previous office administration experience preferred (5+ years)
• Strong experience in general office management and administration required
• Superior organizational skills
• Superior written and oral communication skills
• Must have excellent computer skills including mastery of Microsoft Word, Excel, PowerPoint and Outlook
• Basic analytical skills

PERSONAL CHARACTERISTICS:

• Outgoing personality with the ability to work well with co-workers, senior executives, and a variety of clients
• Able to handle confidential information with utmost care
• Able to work independently with a high degree of self-motivation
• Must be able to establish priorities and manage deadlines
• Able to work in a fast-paced environment including handling multiple projects simultaneously    
• Experience with Salesforce is a positive

CORE NDI NEW MEXICO EMPLOYEE REQUIREMENTS:

• Believes in the mission of the organization.
• Strives for excellence in this job with a “Can Do” attitude.
• Ability to work with people of all backgrounds and ages.
• Highly organized, detail-oriented and result driven.
• Ability to prioritize work and multi-task to meet priorities.
• Supports teamwork and collaboration by demonstrating strong interpersonal skills.
• Communicates effectively through clear speaking, writing and effective listening.
• Behaves respectfully, ethically and with personal integrity.
• Operates in a fiscally responsible manner.
• Demonstrates adaptability through a willingness to be flexible and versatile in a changing work environment while maintaining effectiveness and efficiency.
• Professional appearance and telephone manner.