Arts Administrator (Part-time)

Quest Theatre

Type: arts (live performance, theatre, dance, music)
Email: admin@questtheatre.org
Phone: 403-264-8575
Pay: Salary is $20,800 per year (based on 20 hrs per week)
Location: Calgary
Start date: 2022-11-01
End date: 2023-10-28
Application deadline: 2022-10-16

Details of the opportunity:

Quest Theatre Job Search

Quest Theatre (Calgary/Moh’kinsstis) is searching for a part-time (20 hours per week) arts administrator to join our small team. The successful candidate will support many aspects of the organization, particularly in the areas of:

Administration, documentation & research (approx. 50%)

Customer service & communication (approx. 30%)
Fundraising (approx. 10%)
Event Planning and Execution (approx. 10%)

Job Description

Administrative tasks as required to support Director of Business Operations, Artistic Director, Program Coordinators, Marketing Coordinator, Board of Directors, and other team members. Tasks may include:

Maintain and create lists/documents/spreadsheets to help in the everyday operation of Quest Theatre, including being a primary user of our customer relationship management system (currently, Theatre Manager) and maintaining confidential financial and statistical records for all activities
Maintain an orderly archive and filing system
Accurate data entry
Support statistical and financial reporting requirements of the organisation
Provide administrative support for programming as required

Coordinate team meetings and training activities as required
Payment and donation processing, including issuing receipts/confirmations
Manage Quest Theatre’s fleet of vehicles
Assist with paperwork such as contracts, police checks and releases
Problem solve, research solutions, and make recommendations on areas of need for the organisation

Customer Service & Communication

Managing incoming and outgoing communications for the organisation
Maintaining relationships with key patrons & stakeholders
Assist Marketing Coordinator

Fundraising assistance

Find and gather in-kind donations
Research potential grants, donors, funders, and sponsors
Assist with preparations of fundraising applications
Assist in the creation of sponsorship, grant and donor packages and reports
Individual donor campaign planning and execution

Ensure that supporters are recognised in accordance with agreements and thanked when appropriate

Event Participation & Planning for various events through the season

Attend events and meetings on behalf of Quest Theatre
Assist in the planning and execution of Quest Theatre events

The ideal candidate…

You are an extremely organised and professional arts administrator who isn’t afraid to jump in and move our organisation forward. You look for possibilities and opportunities, all with an eye to advancing Quest’s mission and being strategic.

You have a have a business and/or arts related degree, or equivalent experience. Experience with Microsoft Office is a must and familiarity with Microsoft Teams, Canva & Theatre Manager would be advantageous.

You are a team player and a clear communicator who is committed to ensuring that our organisation embraces its value statements, is sustainable and grounded in ongoing work in the areas of equity, diversity, inclusion, and accessibility. Experience of bookkeeping for a non-profit arts organization would be a significant advantage.

Security check (paid by Quest Theatre) is a requirement. A valid driver’s license and comfort driving our small fleet of touring vans is required.

Contract Details

This is a part-time, salaried position and the intended start date is between November 2022 and January 2023. There is potential for this to grow into a full-time role for the right candidate. Salary is $20,800 per year (based on 20 hrs per week). Benefits include a health allowance, bring your own device allowance, paid vacation time, and additional paid time off between Christmas and New Year.

Hours will be mutually agreed upon and will most likely fall between 8am-5pm Mon-Fri with room for flexible working hours. We have an office at cSPACE, and remote homeworking is also an option, but you must be based in the Calgary area. A laptop and IT support will be provided.

Apply Now

Applications will be accepted until a suitable candidate is found. For best consideration, apply by email prior to October 16, 2022, to Peita Luti at managing-director@questtheatre.org.

Include the following in your email:

Use Arts Administrator Application in the email subject line
Resume – pdf format
Link to a short video (maximum of two minutes) introducing yourself and why you want this role
OPTIONAL: Cover letter – pdf format

OPTIONAL: We respectfully invite and encourage (but do not require) candidates to let us know in their cover letter/video/email if they belong to one or more equity-seeking groups such as Indigenous (First Nations, Metis and/or Inuit), Black, People of Color, LGBTQ2SIA+, newcomers to Canada, those living with disabilities and/or caregivers. We would be happy to discuss accommodating your specific access and other needs.

All candidates who apply will be contacted.

We anticipate interviews to be scheduled the week of October 24, 2022.

This position is made possible thanks to funding from Quest Theatre’s operational funders, Calgary Arts Development, Alberta Foundation for the Arts and Canada Council for the Arts.

Background Information

Quest Theatre is located at cSPACE, 1721 29 Avenue S.W. Calgary, Alberta in Suite #325. Please visit www.questtheatre.org for more information on the organisation.

For over 35 years Quest Theatre has nurtured young people through exceptional adventures in theatre, creating intelligent and whimsical work that encourages young people to explore who they are, discover what is important, and build the kind of world they want to live in. We do theatre WITH young people and FOR young people with the knowledge that exposure to the arts is vital for their personal growth, character development, and sense of belonging in society.

Details on how to apply:

Apply Now

Applications will be accepted until a suitable candidate is found. For best consideration, apply by email prior to October 16, 2022, to Peita Luti at managing-director@questtheatre.org.

Include the following in your email:

Use Arts Administrator Application in the email subject line
Resume – pdf format
Link to a short video (maximum of two minutes) introducing yourself and why you want this role
OPTIONAL: Cover letter – pdf format

OPTIONAL: We respectfully invite and encourage (but do not require) candidates to let us know in their cover letter/video/email if they belong to one or more equity-seeking groups such as Indigenous (First Nations, Metis and/or Inuit), Black, People of Color, LGBTQ2SIA+, newcomers to Canada, those living with disabilities and/or caregivers. We would be happy to discuss accommodating your specific access and other needs.

All candidates who apply will be contacted.

We anticipate interviews to be scheduled the week of October 24, 2022.

This position is made possible thanks to funding from Quest Theatre’s operational funders, Calgary Arts Development, Alberta Foundation for the Arts and Canada Council for the Arts.

Contact admin@questtheatre.org for more info.

Arts Administrator (Part-time)

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