Administrative Assistant, Dance Program

Date Posted: Oct 03, 2019
Application Deadline: Nov 30, 2019
Start Date: Oct 03, 2019

Salary From: 35K To 45K
Province: Ontario
City: Toronto
Employee Benefits: Health, Other (e.g. flex time, comp tickets, etc.)
Check Additional Info section for more Employee Benefits
Organization's Field/Discipline: The Arts
Job's focus: Creative & Administrative
Job Type: Full-time
Career Level: Doesn’t apply

Organization Description

Villa Charities Inc.
Villa Charities Inc. is a registered charity and non-profit organization that cultivates, promotes and celebrates the Italian-Canadian culture.

Villa Charities’ Lawrence-Dufferin campus in Toronto is a major hub of the GTA’s Italian community, with the Columbus Centre at its heart. Thousands of people of all ages visit and use the Centre daily for dance, visual arts, music and culinary programs; view art exhibits at the art gallery; participate in a wide range of athletic, aquatics and wellness programs at our Athletic Club; and enjoy fine Italian cuisine at Ristorante Boccaccio. The campus is also home to the Columbus Event Centre, which hosts and caters numerous weddings, family events, meetings and corporate gatherings. Service to Italian-Canadian seniors remains a core part of the organization’s mission. In addition to our two long-term care facilities, Villa Colombo Toronto and Villa Colombo Vaughan, Villa Charities offers subsidized housing for independent seniors at our three apartment buildings, including Caboto Terrace, Casa Del Zotto and Casa Abruzzo.

Job Description

The Columbus Centre, the hub of the Villa Charities campus, is the GTA’s preeminent destination for the arts and culture serving the Italian Canadian community and beyond.

DanzArts Toronto, part of the Columbus Centre’s Cultural Programs, is committed to excellence in dance education. DanzArts Toronto offers fun and exciting classes in a variety of disciplines for dancers ages 3 and up, including both recreational and competitive programs.  The Recreational Programs include creative movement, ballet, jazz, hip hop, tap, acrobatics, musical theatre and ballet for boys. The Competitive Program, both full-time and part-time, offers a rewarding experience for young dancers. It encourages students to achieve their full potential and contributes to developing skills and attitudes that will benefit them throughout their lives.

Reporting to the Artistic Director of DanzArts Toronto, the Administrative Assistant, Dance Program, provides administrative support and coordinates events, rehearsals, meetings, performances, and competitions for DanzArts Toronto.  Additionally, the Dance Administrator facilitates all communication, bookings, and collaboration between the faculty, staff, students, parents and external partners/vendors.


•    Maintain a high standard of customer service for program offerings and upcoming events.
•    Communicate with clients, the team, and reception of upcoming events and any last minute changes to programs
•    Administrative tasks such answering the phone and responding to emails, including assistance with the completion of payroll and invoice processing
•    Create schedules for the team, office staff, and instructors, including replacement scheduling as necessary
•    Complete registration for classes and ensure that payments with clients are up to date and organized
•    Ensure all contracts and forms are signed by all parties (instructors, guests, assistants, RAD, Competitions, Recitals, Photographer, Videographer, etc.)
•    Work with the marketing department to create advertisements for upcoming events, including social media posts, and to create performance programs
•    Collect music from Instructors and arrange music on USBs and online programs for all events
•    Keep inventory of merchandise/ props and make arrangement for transportation of props and equipment
•    Collect information from teachers for song titles and costumes for dancers
•    Check draft schedules and edit for mistakes, quick changes, titles, names of dancers
•    Arrange ticket sales, communication, and payments associated with performances
•    Coordinate volunteers/staff/ teachers for backstage supervision and assign duties
•    Arrange for costumes to be purchased online or otherwise.
•    Coordinate and maintain costume measurements & conversions to sizes/ collect clothing sizes, including the coordination of fittings and costume meetings
•    Coordinate and maintain a tracking system for signing costumes and props in and out

•    Minimum 2 years of experience working in a similar administrative role
•    Post Secondary education preferred
•    Excellent organizational and problem-solving skills, with attention to detail and nuance
•    Capacity to juggle simultaneous projects on different timelines and scales
•    Proactive and self-driven yet highly collaborative, flexible, and comfortable working in a team
•    Proficient with MS Office software (Word, Excel)
•    Able to work closely, flexibly, diplomatically, and confidentially with a diverse community of faculty members, administrators, and students
•    Strong interpersonal skills, and excellent communication abilities, both written and spoken
•    Highly responsive and communicative with both internal and external stakeholders
•    An understanding of the principles of customer service
•    Must be flexible with the ability to work weekends and during the evenings
•    Understanding of the Italian language, culture or community is considered an asset

Additional Info:

•    Competitive salary
•    Comprehensive Group Health and Dental Benefits
•    Paid Membership to the Columbus Centre Athletic Club

How to Apply:

If you are interested in an opportunity to make a difference and a lasting impact, work with an agile, collaborative, progressive, and high-performing team; please forward your resume and covering letter to:  Tara Pillon, Artistic Director, DanzArts Toronto, Villa Charities Inc., 901 Lawrence Avenue West, Toronto, Ontario, M6A 1C3 or by email to:  *careers*

Application Deadline Date: Friday, November 29, 2019

We thank all applicants for their interest. Only those selected for an interview will be contacted.

In accordance with the Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act and Villa Charities’ policies, a request for accommodation will be accepted as part of Villa Charities’ hiring process.  To avoid any delays in the recruitment process, if you require accommodation to apply or if selected to participate in an assessment process, you must provide your accommodation needs in advance. You may also be required to submit adequate medical/other documentation to Human Resources to support your request for accommodation.



Listen to JobBoard Success Stories Podcasts and learn how to navigate work in arts and culture. 

Have a JobBoard success story you'd like to share in a podcast? Contact mona(at)


Looking for work? Consider volunteering. Check out DiscoveryBoard for positions. 
According to StatCan, "volunteers can make key contacts that may help them improve their performance or even lead to other employment opportunities."

JobBoard Policy