Associate Producer

Job Description:

We are seeking a motivated and experienced Associate Producer to join our team and play a crucial role in the planning, execution, and management of our improv and variety productions and our corporate entertainment. The Associate Producer will work closely with the Artistic Director and other team members to oversee marketing, sales, sponsorship, contracts, and all general management responsibilities to ensure the success of each performance.

Roles and Responsibilities

General Management:

• Work with the Artistic Director to set programming meetings
• Work with the AD and internal ensemble to gather show information and create a performance schedule
• Create and manage a budget for each show which should forecast ticket sales and used to keep track of expenses. Submit for approval from the AD before the season begins
• Create and execute performer contracts
• Work with the Programming Manager to program Grindstone shows into the Comedy Theatre
• Process payouts for Artists on a weekly basis
• Keep a log of all show related expenses and digitize receipts
• Process complimentary tickets for cast members
• Manage group bookings and process tickets
• Ensure rehearsal space is available for the company
• Ensure ticket links are being generated by the ProgrammingManager
• Assist with scheduling and confirming talent
• Manage performance schedules
• Work with the Finance Manager to create monthly and quarterly reports and ensure sustainability and profitability in the departments

Marketing, Sales and Promotion:

• Develop and implement comprehensive marketing and sales plans to promote upcoming productions and events
• Set measurable sales goals and push marketing efforts to reach those goals
• Coordinate with the marketing coordinator, graphic designers, photographers, videographers, editors and creative staff to create marketing materials, including videos, posters, flyers, press releases, and social media content
• Distribute print materials such as posters, handbills and large format signage
• Work with the Marketing Coordinator to manage communications with all marketing and advertising buys
• Support the Marketing Manager in managing the online presence for productions and events, including website updates, email newsletters, and social media posts
• Work with the Marketing Coordinator to coordinate marketing photoshoots and appearances
• Create and send out media press releases
• Work with the Marketing staff to create and post video and social media content
• Work with the Programming Manager to maintain and update the Grindstone Theatre Website with headshots/bios/updated graphics
• Post shows to Event Calendars
• Find partnership and outreach opportunities to attract new audiences
• Create sales reports and manage a budget effectively to ensure sustainability and success of all projects

Sponsorship and Fundraising:

• 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
• Cultivate and maintain relationships with sponsors, donors, and funding partners through regular communication and stewardship efforts
• Coordinate sponsorship activations and benefits, including logo placement, advertising opportunities, and VIP experiences
• Assist with grant reporting as needed

Contract Management:

• Draft, review, and negotiate contracts with artists, creative collaborators, vendors, and other stakeholders
• Ensure that all contractual agreements are executed in a timely manner and comply with legal and industry standards
• Maintain accurate records of contracts, agreements, and financial transactions related to production expenses and payments
• Work with the Finance Manager to process payments to artists and contractors
• Work with the Finance Manager to manage Canada Summer Jobs or other grant related contracts applicable to the department

Production Coordination:

• Assist with the planning and logistics of improv productions, including auditions, rehearsals and technical requirements
• Coordinate production schedules, timelines, and budgets to ensure the successful execution of each production
• Provide support to the Artistic Director and production team as needed, including attending rehearsals, performances, and production meetings

Corporate, Touring and Festival Bookings:

• Oversee all corporate entertainment bookings
• Maintain the existing sales package for all Corporate offerings to encourage group sales to the season of programming
• Apply to festivals and touring opportunities
• Coordinate Hotels and travel as needed
• Correspond with potential clients
• Send contracts, invoices and track all payments
• Schedule talent and technicians for events as needed
• Ensure payments are sent in a timely manner
• Coordinate production schedules, timelines, and budgets to ensure the successful execution of each production
• Provide support to the Artistic Director and production team as needed, including attending rehearsals, performances, and production meetings

Qualifications:

• Bachelor's degree or Diploma in Theatre Arts, Arts Administration, Marketing, Business, or related field
• Suggested 3-5 years of experience in theatre production, marketing, sponsorship, or related roles
• Strong understanding of marketing principles and techniques, with experience in digital marketing, social media, and audience development.
• Proven track record of securing sponsorships, donations, or grants for arts organizations or nonprofit institutions.
• 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 theatre and the arts, with a commitment to supporting and promoting creative expression
• Experience setting up sound equipment and running audio for corporate gigs

Job Type: Part-time

Pay: $18.00 per hour

Expected hours: 20 per week

Work Location: In person