PART TIME ARTS ADMINISTRATOR/GENERAL MANAGER

The Vault Creation Lab is seeking a highly skilled, detail-oriented self-starter with an exceptional work ethic and a commitment to artistic and operational excellence. Acting as the primary bridge between artistic vision and practical execution at the lab, this part time Arts Administrator/ General Manager will be responsible for overseeing all business and production/development aspects of The Vault Creation Lab and its yearly operations as a venued lab and registered charity. The position reports directly to Coal Mine Artistic Director/ Producer, Diana Bentley and The Vault’s board of directors.

RESPONSIBILITIES

ADMINISTRATION, STRATEGIC PLANNING AND BUDGETING

- Oversee and guide administrative structure and functioning of the lab

- Create, update and oversee a yearly operating budget as well as development streams and lab budgets – ensuring accurate projections and tracking of spending, and concise and timely budget reporting (quarterly Board updates)

- Government and foundation grant writing – planning, strategizing and writing

PERSONNEL HIRING, SCHEDULING AND MANAGEMENT

- Oversee job postings and interview candidates

- Leadership of a core team around 5 part-time staff members

- Negotiating personnel contracts

PRODUCING

- Negotiations terms and contracts with artists, their representatives and their unions, ensuring all terms of agreements are upheld

- Support Vault producers Diana Bentley and Anthony Goncharov in their roles as primary liaisons between all artists, production personnel and Vault staff in regards to all development and production related matters

BOOKKEEPING AND FINANCIAL MANAGEMENT

- Responsible for coordinating yearly audits and liaising with auditors

- Day-to-day bookkeeping – coding expenses, receiving invoices and issuing payments.

- Monthly meetings with Bookkeepers to oversee accurate and organized books and adherence to all provincial requirements as a registered charity.

DONOR MANAGEMENT

- Oversight of the proper organization and upkeep of donor records and relationships

- With Artistic Director and Board of Directors, strategize and execute yearly targeted donor campaigns

GENERAL ADMINISTRATION

- Oversee administrative structure of the company

- Oversee vault inbox and ‘direct’ traffic to part time staff

- Organized record-keeping and maintaining all government filings.

- With support from Associate Producers, work to improve efficiency and ease of the company’s administrative operations.

- Oversee operating calendar including staff calendars

RENTAL MANAGEMENT/ VENUE CALENDAR

- Oversee rentals inbox on a weekly basis and communicate with all potential renters

- Oversee and organize rental calendar and coordinate rentals in the building with Coal Mine Theatre

- Oversee and execute rental payments, rental contracts, insurance and invoicing for all rentals.

- Work directly with Artistic Director on tiers of rentals and making space accessible to artists and playwrights.

- Work directly with Artistic Director to organize and schedule all in house programs and writing groups and labs and liaise with Coal Mine Theatre.

- Support rentals management and facilities with day to day facilities tasks when working on site.

REQUIREMENTS

- Minimum 2 years experience in related position

- Ability to multitask at a high level of efficiency and manage multiple deadlines and stressful situations with grace and humour

- Excellent verbal and written communication skills

- Desire to contribute to the growth of a dynamic organization

- Proficiency with Google Workspace, including basic Workspace administration, Drive, Sheets and Docs

- Familiarity with Equity contracting (Familiarity with ITA specifically is an asset)

- Familiarity with Donor Management Systems (proficiency with CanadaHelps is an asset)

- Familiarity with basic accounting principles (proficiency with Excel & Quickbooks an asset).

- Familiarity with project management software is an asset.

WORKING CONDITIONS

Performs most duties in a regular office environment, occasional remote work is possible. Must be available to work regular part time office hours; however, due to the nature of the performing arts environment, there will be some flexibility in regards to work hours as some work will occur outside of regular office hours, including some evenings and weekends. Position requires attention to detail in the management of resources including facilities, personnel, and budgets, delivering on multiple deadlines, planning, analysis, coordination and cooperation.

COMPENSATION

Yearly contract starting December 1, 2025 to work part time with a guaranteed minimum hours per week.

HOW TO APPLY

The Vault Creation Lab is an equal opportunity employer. We welcome submissions from individuals, with proper credentials, of all genders, cultures, ethnicities, sexual orientations, and abilities. We thank all candidates for their interest, however, will only contact those selected for interviews. Please email a resume and cover letter no later than November 15th, 2025.

Please use the subject line GM25/26 in the email subject line when applying via email to:
info@thevaultcreationlab.ca

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