Develops and presents policy for Board consideration and approval in relation to finances, overall structure, staffing, hiring, payroll, and governance
Directs implementation of said policies and procedures
Prepares procedure statements for board policies affecting finances, overall structure, staffing, hiring, payroll, and governance
2 Strategic Planning/Risk Assessment Conducts internal and external scans to identify emerging issues that affect Theatre Ancaster and brings these issues to the Board’s attention:
Considers the impact of alternative plans to address changing needs
Identifies required resources and provides suggestions/alternatives for the BOD to consider
Communicates with key stakeholders (participants, TA members, staff, volunteers, partners, sponsors) to identify changing needs
Addresses potential threats to TA image, financial stability and growth that impede TA’s image and suggests strategies to overcome the issues
Addresses need for staff replacements if volunteer leaders for AP programs are not available
Addresses needs for more competitive and fair salaries for staff members to ensure quality staff are attracted and retained
Proposes specific organizational and financial goals and outcomes for all shows and programs for the consideration and approval of the Board, in collaboration with the Director of Operations and Producers/Program Coordinators (through processes such as the development of budgets) and reports on progress toward these goals
In collaboration with the BOD, creates and leads the implementation of a strategic growth plan for the future of the company and structures a plan for next steps
Provides day-to-day leadership and guidance for Theatre Ancaster as a business
Provides day-to-day leadership and guidance for all Financial, Organizational, Business, and IT personnel
Evaluates organizational and financial goals/risks and outcomes in collaboration with relevant personnel annually and reports to the BOD
Attends at least one performance of all Productions and Program Shows if possible, serves as a face for the company, and is available to answer questions
Attends all meetings of the Theatre Ancaster Board of Directors
Interprets and communicates BOD policy and decisions to appropriate Staff Members and Volunteers within the areas of Marketing, Financial Management, Business Management, and Fund Development
Hiring/Supervision/Evaluation Leads the hiring of Financial, Organizational, and Marketing staff members
Supports the leadership of the DO in the hiring of program staff
Hires and releases all staff, in collaboration with DO, Program Leaders, and other invested parties, where applicable
Ensures all job posting are updated for each hiring period
Ensures job postings are posted and removed at appropriate times
Coordinates and schedules interviews for hiring
Ensures people are in place to facilitate hosting process for interviewees
Ensures all job descriptions and contracts exist and are accurate and up to date for all staff positions
Creates and distributes contracts to all hires, collects signed copies and saves for Theatre Ancaster records
Ensures that all relevant personal information for hires and production head volunteers is collected and stored for future use, including tax forms and Volunteer Leadership Agreements,



and that all staff and production volunteers have read and signed the TA Code of Conduct policy
Ensures that all staff and volunteers working with minors have valid Vulnerable Sector Police Checks
Provides regular evaluations to ensure alignment of Theatre Ancaster values, adherence to the Code of Conduct and growth aspirations for direct reports.
Training Identifies necessary training for staff and volunteers
Considers and recommends new areas for staff and volunteer training to the Board
Organizes and books all staff training classes, spaces and resources
Ensures all YP staff have training on Children’s Aid responsibilities and corresponding legislation
Facilitates and/or leads necessary staff and volunteer training
People and Culture In partnership with the DO, leads in creating a culture of respect and beneficial development of all staff and volunteers to help create a positive and safe work workplace
Serves as the People and Culture (Human Resources) Officer/Representative for Theatre Ancaster
Ensures that Theatre Ancaster complies with the Ontario Human Rights Commission and employs an appropriate EDI lens in all areas of employment and volunteerism
Leads in the implementation and enforcement of Theatre Ancaster’s Code of Conduct
Serves as a primary contact for mediating and resolving workplace/interpersonal disputes among staff and/or volunteers
Protects Theatre Ancaster’s brand in all hiring, dismissal, and correction
Ensures staff members and volunteers are treated fairly, with respect, and according to the laws of Canada and Ontario
Ensures Theatre Ancaster follows all Canadian and Ontario laws in regards to employment and staffing
Builds a culture of open communication and continuous improvement by establishing feedback processes that support the collaboration of staff and volunteers.
Ensures all identified staff and volunteers have employment contracts, the required First Aid and CPR training and any other documentation.
Staff and Volunteer Progressive Discipline and Release In consultation with the DO, the ED provides a structured process to address staff and volunteer issues.
Releases staff or volunteers if required after appropriate consultations.
5 Administration and Management Communication Serves as the primary point of contact for Theatre Ancaster in the areas of Business Management, Financial Management, Fund Development, Theatre Ancaster’s brand and community face, overall company questions and information
Serves as the Face of Theatre Ancaster and primary point of contact with other entities, such as other theatre groups, the City of Hamilton and BIA of Ancaster
Serves as the primary point of contact with the Ancaster Memorial Arts Centre
Leads in work with the DO and Bookkeeper/Treasurer to ensure that bookings, rentals, production agreements, lease payments, ticket sales reconciliations,



and all paperwork involved in Theatre Ancaster’s agreement with the Ancaster Memorial Arts Centre are correct and executed in a timely fashion
Works to ensure that all areas of responsibility on the Theatre Ancaster website are kept up to date, supplying relevant information to Theatre Ancaster’s webmaster
Maintains Signing authority for Theatre Ancaster on a board directed amount
Leads the process to develop the annual budget for approval by the Theatre Ancaster Board of Directors
Manages all Payroll, Credit Cards, Cheques, Monthly reconciliations with Bookkeeper/Treasurer
Leads development of individual show/program budgets in collaboration with the DO as well as Program Coordinators and Production Producers
Leads the process to develop operational budgets (such as Facilities, Gear, and Marketing) in collaboration with the DO and other necessary stakeholders
Shares all budgets with the Treasurer before submitting to the Board of Directors for approval, identifying large changes or variances in yearly budgets to help with decision making
Monitors budgets for all Programs, Productions, and ongoing Operations with the DO, Program Coordinators, Mainstage Producers, and Staff Members and follows up with them concerning the Profit and Loss statements provided by the Bookkeeper/Treasurer before preparing the next budget
In collaboration with the Bookkeeper/Treasurer, develops proper procedures for money handling, depositing, and documentation and ensures they are followed to maintain cash security on a daily basis
Supports the DO in managing Program Leaders and Mainstage Production Teams submission of receipts, float reconciliations, and program financials in a timely manner
Prepares a payment calendar for all staff and volunteers who receive honoraria for the Bookkeeper/Treasurer to ensure everyone is being paid for their duties at the appropriate time
Writes and manages grants for funding for Theatre Ancaster
Prepares and submits all government reports necessary to apply for grants
Identifies, researches and submits proposals for funding opportunities for Programs, Productions, Services, and Theatre Ancaster at large
Leads in the follow-through of accepted proposals for funding opportunities
Expands our benefactor network by actively sourcing and securing new sponsors and donors
Actively manages and retains established sponsors and donors for Theatre Ancaster
Reviews and finalizes Bookkeepers financial records to assist the Bookkeeper/Treasurer in ensuring there are no errors
Leads the Annual Audit with the outside Auditor for year-end and is supported by the Bookkeeper/Treasurer
Leads the work to help Theatre Ancaster meet the Auditor’s recommendations
Business Management Ensures Theatre Ancaster follows all Canada and Ontario laws and guidelines to maintain its not-for-profit charity status
Ensures insurances, certificates, Charity license is maintained yearly
Liaises with Insurance Agent for Certificates of Insurance
Liaises with Theatre Ancaster’s Lawyer as required
Safeguards personal and financial data and maintains confidentiality to prevent unauthorized access
Provides input into large contracts and leases
6 Fund Development/Fundraising Leads Fundraising through grants, donors, sponsors and major campaigns

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📌 Executive Director (Ontario)
🏢 Theatre Ancaster
📍 Ontario