Operations and Events Coordinator

Department: Administration

Position Title: Operations and Events Coordinator

Reports to: Director of Finance & Operations

Classification: Full-time, Exempt

Salary: $55,000 - $60,000

Location: 3515 Wisconsin Ave NW, Washington DC, 20016

Position Description:

The Operations and Events Coordinator plays a vital role in ensuring the smooth, welcoming, and efficient functioning of The Washington Ballet's NW Campus. Serving as the first point of contact for visitors, students, staff, and event partners, the Operations and Events Coordinator oversees front desk operations, supports administrative systems, and coordinates cross-departmental communication, building logistics, studio rentals, and event-related needs. This position supports day-to-day campus operations while also helping plan, prepare for, and execute meetings, rentals, rehearsals, and other events held on the NW Campus. The role requires exceptional organizational skills, attention to detail, sound judgment, and a service-oriented mindset. The Operations and Events Coordinator works closely with teams across the organization, including facilities, human resources, artistic, education, production, and senior leadership, to maintain a professional and welcoming environment, support operational and event needs, and uphold company policies and procedures.

Key Job Duties:

Reception & Front Desk Operations:

• Greet and assist all visitors, including board members and artists; manage phone calls, messages, and visitor notifications.
• Provide professional and responsive customer service to staff, students, families, and guests.
• Maintain a tidy and welcoming reception area; update digital and print promotional materials and monitor guest traffic.
• Post daily studio schedules; manage mail, packages, and TWB Merch Shop pickups.
• Coordinate appointments, room reservations, and last-minute scheduling changes.
• Provide receptionist coverage across all three NW Campus buildings, ensure smooth transitions between reception shifts, and train new receptionists as needed.
• Lead school tours and monitor student safety by overseeing the main entrance during school hours.

Office & Administrative Support:

• Develop and maintain administrative processes to enhance efficiency across the organization.
• Keep general documents current and accessible on the Employee Portal and SharePoint home page (e.g., emergency plans, org charts).
• Maintain and troubleshoot office equipment; manage office and kitchen supply inventories and orders; monitor building access control, including key fobs and security cameras.
• Support general administrative tasks, including filing, data entry, scanning, and photocopying.
• Coordinate All-Staff meetings and social events; update internal web content via WordPress as needed.
• Work closely with the Senior HR Manager to assist with HR-related tasks and projects.

Team & Departmental Collaboration:

• Support department needs by assisting with research, drafting documents, preparing slide decks, and coordinating meetings or events.
• Manage physical and digital filing systems and serve as liaison between departments and facilities staff.
• Send company-wide communications and relay messages between departments to ensure consistent information flow.
• Actively contribute to a positive work culture that reflects and celebrates TWB's Core Values.

Event Coordination

• Act as point of contact for NW Campus studio rentals, coordinating contracts/rental agreements, logistics, and maintaining the studio rentals inbox and webpage.
• Support logistics for All-Staff Meetings, Board Meetings, Lunch and Learns, Open Rehearsals, Studio Dress, and other events on the NW Campus.
• Assist as needed and time allows with other TWB special events.

Experience, Skills, and Knowledge:

• High school diploma or equivalent required; some college coursework preferred.

• Proven experience as an office assistant or in another relevant administrative role.

• Experience in a performing arts environment.

• Strong interpersonal and communication skills, both written and verbal.

• Ability to multitask and remain calm in a busy environment.

• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, Teams, SharePoint), Google Suite, Canva, Zoom, WordPress, Adobe Acrobat and Creative Suite, and other relevant software.

• Excellent organizational skills and attention to detail.

• Ability to work independently and as part of a team.

Working Conditions:

• The workspace for this role is split between two locations:
• From 8:30 a.m. to 2:00 p.m., the position is based at the reception desk in the entrance lobby.
• The remainder of the workday is spent in the administrative office upstairs.
• Occasional evening or weekend hours may be required to support special events or activities.
• The role may require standing or sitting for extended periods and occasional lifting of up to 20 pounds.

Equal Opportunity Statement

The Washington Ballet is dedicated to fostering a welcoming environment in all aspects of its work, from artistic performances and ballet education to community engagement and workplace culture. We prioritize presenting artists and perspectives that reflect the dynamism of DC. Through our community partnerships and campus locations, we intentionally bring opportunities to communities throughout the DMV, ensuring fairness in hiring and employment practices.

Benefits

• Employer-paid Health, Dental and Vision Insurance
• Short Term Disability and Life Insurance fully paid by TWB
• 403b Retirement Plan Option for Employee's Pre-tax & Roth Contributions
• Two weeks annual leave +10 holidays + 2 personal days+ floating holiday
• Six sick days annually
• Free ballet classes
• Access to free or discounted tickets to performances
• Professional development opportunities

Application Instructions

Please submit your resume, cover letter, and three references. We encourage all interested applicants to apply even if they do not feel they meet 100% of the qualifications. We are dedicated to considering a wide array of candidates including those with non-traditional background and experience. Please use your cover letter to elaborate on what you hope to bring to this role and how your prior experience has prepared you for this opportunity.

About The Washington Ballet

Founded more than 80 years ago, The Washington Ballet grew out of the success of The Washington School of Ballet, founded and directed for years by legendary dance pioneer Mary Day. Today, The Washington Ballet's mission is threefold: To bring the joy and artistry of dance to the nation's capital and the world's stage through the professional presentation of the best in classic and contemporary ballet; To provide the highest caliber of dance training through a preeminent school of ballet; and To serve and involve the entire community through extensive dance education and community engagement programs.