- 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 protected work environment
- 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

📌 Executive Director (Canada)
🏢 Theatre Ancaster
📍 Canada