Pro Coro Canada is hiring a part-time contractor to support all aspects of the award-winning performing arts organization.

Summary

The Administration and Production Coordinator is a key organizational role, providing essential support for all aspects of our performing arts organization. This position requires a highly organized, proactive and autonomous, and detail-oriented individual who can manage multiple priorities in a fast-paced environment. The Administration and Production Coordinator will be responsible for leading production logistics, managing day-to-day office operations, and assisting with annual reporting and stakeholder communications.
The successful applicant will have two to three years of arts administration experience with preference given to those having completed a diploma or degree in arts administration or similar field.

Core Responsibilities

Production & Pre-Production Management

This section outlines the critical tasks involved in bringing our performances to life, from initial planning to the final event. The Administration and Production Coordinator is the central hub for ensuring all logistical elements are in place, from managing materials for the performers to being hands-on backstage to coordinating front-of-house operations.

• Score & Library Management: Coordinate the ordering, printing, scanning, and documentation of all musical scores. Maintain and organize the digital and physical score library.

• Program Creation: Manage the design, typesetting, and printing of concert programs. This includes sourcing and placing ads, proofreading texts and translations, and updating donor lists, performer bios, and headshots.

• Front-of-House (FOH) Logistics: Oversee all aspects of FOH setup, including managing the ticketing system (e.g., Ticket Tailor, Square), booking and organizing volunteers, and coordinating with the venue on layout and accessibility.

• Livestream Coordination: Prepare and manage all digital assets for the livestream, including slides, transparencies, and ads. Ensure the digital program is accessible online.

• General Organization: Schedule and coordinate production meetings, arrange transportation for performers (e.g., bus travel), and manage supply orders for performances. Confirm arrival times for all personnel on the day of the concert.

Concert Day & Post-Production

These responsibilities focus on the crucial tasks performed on the day of the concert and immediately following. The coordinator ensures a smooth performance day and completes all necessary reporting and documentation afterward.

• Concert Day Execution:  Set up and manage the FOH table, organize volunteers, and secure doors. Close ticket sales and manage complimentary tickets. Monitor the livestream to troubleshoot any technical issues. Collect scores and other materials from performers.

• Reporting & Archiving: Compile and document concert attendance, prepare a comprehensive concert report, and complete all necessary data sheets. Scan and archive signed timesheets, photos, and all performance-related materials. Complete all reporting to relevant organizations like SOCAN and Entandem.

Office & Annual Operations

This section highlights the administrative duties that keep the organization running throughout the year. The portfolio demonstrates proficiency in managing subscriptions, ticketing, and general office tasks.

• Subscription & Ticketing Management: Lead seasonal subscription and ticket campaigns, including managing phone and letter campaigns and all digital assets. Populate and manage online ticketing systems, coordinate physical ticket orders and mailing, and prepare board ticket packs.

• General Communications: Serve as a primary contact for general inquiries via email and phone. Proofread and schedule newsletters, maintain an archive of past communications, and regularly update the organization's website.

• Organizational Support: Manage singer contracts and documentation. Maintain and update donor and contact lists. Organize office supplies and calendars.

Board & Reporting Assistance

This section showcases the skills required to support high-level organizational governance and reporting. The portfolio demonstrates the ability to manage documentation, assist with financial reporting, and contribute to the annual report.

• Board of Directors Support: Provide administrative assistance to the board, including managing file systems and organizing shared drives. Help prepare materials for management reports and assist with filing society annual returns.

• Annual Report Coordination: Collect and compile all necessary materials for the annual report, including performance information, testimonials, financial data, board information, graphics, charts, and photos. This requires meticulous attention to detail and strong organizational skills.

TERMS: 12 months part-time contract, $25/hour, 18 hours/week on average. Start date September 1, 2025, with a 3-month probation period. The contract is renewable, and additional hours or supplementary training/education for the position may be discussed after the initial contract period of 12 months. The Administration and Production Coordinator is required to work some evenings and weekends, including on Good Friday and New Year's Eve. The position reports to the Managing and Artistic Director.

Interested Candidates may apply by sending a letter of interest and any other relevant information to thechoir@procoro.ca