Position Summary:

Arts On is seeking a dynamic, entrepreneurial leader to oversee the administrative, financial, and operational systems of the organization. Reporting directly to the Executive Director, the Operations Manager plays a critical role in driving organizational efficiency across finance, ticketing, revenue generation, and programming logistics.

This role balances strategic oversight with hands-on administration. The successful candidate will manage organizational budgets, oversee contract execution, optimize the box office system, and ensure seamless logistics for both the Arts On LIVE performance series (6–10 events annually) and our Arts Learning Programs.

The ideal candidate is a collaborative problem-solver passionate about the arts, highly organized, and equipped with robust financial and administrative expertise. Working in close partnership with the Executive Director, the Operations Manager will help expand Arts On’s capacity to deliver high-quality, impactful cultural experiences that enrich the community.

Responsibilities/Duties:

1. Financial Management, Compliance & Governance

- Budget Development: Collaborate with the Executive Director and Artistic Director to design, implement, and track the annual operating budget and individual program budgets.
- Fiscal Reporting: Prepare accurate monthly, quarterly, and year-end financial statements and cash flow projections for internal management and Board review.
- Full-Cycle Accounting: Manage day-to-day accounts payable/receivable, payroll processing, bank reconciliations, and overall cash flow management.
- Account Oversight: Monitor and optimize transactions and reporting.
- Tax Preparation: Coordinate year-end financial reviews and serve as the primary liaison with external accountants.
- Regulatory Compliance: Ensure strict adherence to Canada Revenue Agency (CRA) guidelines for registered charities, including the timely filing of the T3010 Registered Charity Information Return.

2. Grants, Fundraising & Revenue Tracking

- Grant Budgeting: Develop detailed financial templates and budgets required for grant applications.
- Grant Writing: Support the Executive Director with the grant applications process.
- Grant Reporting: Compile accurate post-project financial reports, contrasting actual variances against proposed grant budgets to ensure compliance with funding bodies.
- Sponsorship Support: Assist the Executive Director with corporate sponsorship activation, engagement strategies,



and relationship management.
- Contracting & Receipts: Draft and track sponsorship agreements, fulfill sponsor advantages, and issue official charitable tax receipts in compliance with CRA regulations.

3. Event Operations, Box Office & Logistics

- Live Event Execution: Oversee the logistical rollout of the annual Arts On LIVE performance series, managing venue rentals, technical staging requirements, and production workflows.
- Contract Negotiation: Negotiate terms and draft comprehensive contracts for artists, instructors, independent contractors, and vendors.
- Ticketing & CRM Management: Serve as the internal administrator for the box office system, including building events, managing inventory, analyzing sales data, and processing phone orders as required.
- Front-of-House (FOH): Supervise front-of-house operations, audience services, and event day ticketing staff or volunteers to ensure an exceptional patron experience.
- Risk Management: Secure and maintain general liability, event-specific, and asset insurance policies to safeguard organizational operations.

4. Arts Learning Programs Administration

- Program Logistics: Support the Programs team with schedules coordination, facility bookings, and supply chains to ensure all educational programming operates at the highest standard.
- Compliance & Onboarding: Manage criminal record checks, instructor contracts, and administrative procedures to maintain safety and compliance across all community learning programs.

5. Administrative and IT

- Software Audit & Optimization: Audit your digital toolkit continuously to identify and cancel redundant or underutilized software subscriptions to control overhead costs.
- License & Account Management: Administer user licenses, onboarding, and access permissions for core team platforms (e.g., Microsoft Teams, Payworks, accounting software, and cloud storage).
- IT Liaison: Serve as the primary point of contact for external technical support, managing hardware tracking, software updates, and general digital troubleshooting.
- Document & Records Maintenance:



Oversee the secure digital archiving of corporate records, board meeting minutes, society filings, and historical community project portfolios.
- Insurance Coordination: Manage and renew general liability, board director, and event-specific insurance policies, keeping certificates of insurance (COIs) updated for external venues.
- Supplies Tracking: Procure and manage any physical branding assets, printed promotional goods, or technical equipment distributed to remote staff or performance spaces.

Education & Professional Certifications

- Degree/Diploma: A Bachelor’s degree or diploma in Arts Administration, Business Administration, Non-Profit Management, Finance, Commerce, or a related field. An equivalent combination of education and extensive, relevant professional experience will also be valued.
- Financial/Accounting Training: Formal coursework, training, or certificates in bookkeeping or accounting (e.g., QuickBooks certification) is highly preferred given the full-cycle accounting requirements.

Qualifications & Competencies

- Experience: 3–5 years of progressive experience in operations management, non-profit administration, or arts management.
- Financial Acumen: Proven competency in full-cycle bookkeeping, budget management, and financial reporting. Experience with accounting software (e.g., QuickBooks) is highly desirable.
- Technical Skills: Advanced proficiency with CRM and ticketing platforms such as Spektrix or Zeffy alongside strong skills in Microsoft Excel and Google Workspace.
- Sector Knowledge: Familiarity with the Canadian charitable sector, CRA compliance regulations, and public arts funding frameworks is a significant asset.
- Communication & Leadership: Exceptional interpersonal, written, and negotiation skills, with a proven ability to manage diverse stakeholder relationships from artists to corporate sponsors.
- Core Traits: Self-motivated, entrepreneurial mindset, excellent time-management skills, a proactive problem solver, and a genuine passion for community-driven arts programming.
- Employment Requirements: Must be legally entitled to work in Canada. The successful candidate will be required to pass a Vulnerable Sector Criminal Record Check prior to employment.

Pay: $75,000.00 per year

Benefits:

- Casual dress
- Dental care
- Extended health care
- Flexible schedule
- Life insurance
- Paid time off
- RRSP match
- Vision care

Work Location: Remote

📌 Operations Manager (Canada)
🏢 Arts On Maple Ridge-Pitt Meadows
📍 Canada