Programming and Events Assistant

**JOB POSTING - Programming and Events Assistant**

We are seeking an organized, passionate and reliable arts administrator for the Programming and Events Assistant role, to join our team and play a crucial role in the planning, execution, and management of The Grindstone Theatre calendar programming, our Festivals and Events. The Programming and Events Assistant will work closely with the General Manager/Festivals and Events Producer and our Producer clients to book shows and rentals into The Grindstone Theatre, including coordinating contracts with artists/producers, marketing and promotion for Arts Presenting and organizing the performance schedule for one of Edmonton’s busiest venues. Additional tasks may include overseeing marketing, sales, sponsorship, contracts, and a wide variety of responsibilities to ensure the success of the venue and our Grindstone Produced Festivals and event projects.

**Roles and Responsibilities**

**Programming**:

- Coordinating contracts with returning and new show producers
- Send welcome packages and collect relevant images and write ups for every show.
- Coordinating show scheduling on Google Calendar, Programming spreadsheets, Ticketing sites (Showpass), Chalkboard calendar and website Calendar
- Manage deadlines for getting show tickets on sale for specific projects and shows (ideal 3 month lead time minimum 4 weeks)
- Communication and updates with artists/producers including updating producers on ticket sales and encouraging additional sales and marketing
- Liaising between Producers and the venue (box office employees and venue management)
- Coordinating the marketing that falls under Grindstone Arts Presenting - This includes website updates (WIX), social media, and print materials
- Updating weekly payout report spreadsheets for show Producers

**Festival and Events Planning**:

- Work with the AD/GM and internal ensemble to gather show information and create a performance schedule.
- Help the Festival and Events Producer create and manage a budget for each event which should forecast ticket sales and is used to keep track of expenses throughout the project.
- Create and execute performer contracts
- Assist with the development and implementation of a comprehensive marketing and sales plans to promote upcoming festivals and events.
- Set measurable sales goals and push marketing efforts to reach those goals
- Coordinate with graphic designers, photographers, videographers, editors and creative staff to create marketing materials, including videos, posters, billboards, flyers, press releases, and social media content.
- Distribute print materials such as posters, handbills and large format signage
- Manage communications with all marketing and advertising buys
- Coordinate with vendors, photographers, videographers, designers, technicians, and more to ensure the smooth execution of events.
- Create and send out media press releases
- Work with the Marketing staff to create and post video and social media content
- Find partnership and outreach opportunities to attract new audiences
- Research and identify potential sponsors, donors, and funding opportunities to support the specific productions and initiatives.
- Develop sponsorship packages and proposals tailored to the needs and interests of prospective sponsors.
- Coordinate sponsorship activations and benefits, including logo placement, advertising opportunities, and VIP experiences.
- Assist with grant reporting as needed

**Qualifications**:

- Bachelor's degree or Diploma in Theatre Arts, Arts Administration, Marketing, Business, or related field.
- Suggested 3-5 years of experience in administrative assistance, event production or related roles.
- Strong understanding of marketing principles and techniques, with experience in digital marketing, social media, and audience development.
- Excellent communication and negotiation skills, with the ability to build and maintain relationships with diverse stakeholders.
- Detail-oriented with strong organizational and project management skills.
- Experience drafting and reviewing contract agreements.
- Passion for the arts, with a commitment to supporting and promoting creative expression.

**How to Apply**:
**POSITION DETAILS**

**Schedule/Wage**:

- $18/hour
- 25-40 hours per week
- Estimated hours are 11AM - 6PM Monday to Friday but will vary depending on the time of year and executing events
- Health benefits after 6 months of employment
- Opportunity for growth towards management in these related departments

Pay: From $18.00 per hour

Expected hours: 25 - 44 per week

Schedule:

- Monday to Friday
- Weekends as needed

Licence/Certification:

- Drivers license (preferred)

**Location**:

- Edmonton, AB T6E 1W7 (preferred)

Work Location: In person

Application deadline: 2025-02-12
Expected start date: 2025-02-17