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Theatre Ancaster

Executive Director Job Description

Overview

The Executive Director provides leadership and oversight for the day-to-day operations of Theatre Ancaster, a strong grassroots community theatre organization built on volunteer engagement, community connection, and artistic excellence. As Theatre Ancaster navigates an important transition in the evolution of the company, the Executive Director will help guide organizational growth and sustainability while preserving the values and community spirit that define the organization.

The Executive Director (ED) and Director of Operations (DO) jointly lead Theatre Ancaster through a collaborative shared leadership model. Together, they are responsible for advancing the organization's strategic vision, operational effectiveness, and long-term sustainability. Reporting to the Board of Directors (BOD), the Executive Director provides leadership in business management, people and culture, finance, and community relations, while serving as a key ambassador for Theatre Ancaster. Working in close partnership with the Director of Operations, the Executive Director shares responsibility for organizational leadership, planning, and decision-making to support a thriving and resilient theatre community.

Terminology as used in this document

Business Management is the process of planning, organizing, directing, and controlling the activities of a business or organization to achieve its goals and objectives.

People and Culture (Formerly HR) refers to a business approach that prioritizes the well-being, development, and engagement of employees and volunteers. It's about creating a work environment that values and nurtures its workforce, aligning employee and volunteer goals with the company's mission.

Fund Development refers to the policies, structures, analysis, research, strategies, practices, and plans to secure resources for your organization over the long term

Financial Management refers to organizing, monitoring, controlling, protecting, and reporting on a company’s financial resources.

Grant Writing is the process of applying for funding provided by a private, corporate or government grantmaker. Grant proposals are written and submitted by nonprofit organizations as a way to ask for financial or in-kind support.

Procedure Statements explain or provide in a step-by-step way how a policy is to be implemented. They operationalize policies and explain the processes involved in implementing the intent of the policies.

EDI stands for equity, diversity, and inclusion where:

• Equity is defined as the removal of systemic barriers, enabling all individuals to have equitable opportunity to access and benefit
• Diversity is about the variety of unique dimensions, identities, qualities and characteristics individuals possess along with other identity factors
• Inclusion is defined as the practice of ensuring that all individuals are valued and respected for their contributions and are supported equitably in a culturally safe environment

Areas of Responsibility

(Broken down into specific job requirements and responsibilities)

1. Policy Management

• Develops and presents policy for Board consideration and approval in relation to finances, overall structure, staffing, hiring, payroll, and governance
• Directs implementation of said policies and procedures
• Prepares procedure statements for board policies affecting finances, overall structure, staffing, hiring, payroll, and governance

2. Strategic Planning/Risk Assessment

• Conducts internal and external scans to identify emerging issues that affect Theatre Ancaster and brings these issues to the Board’s attention:
  • Considers the impact of alternative plans to address changing needs
  • Identifies required resources and provides suggestions/alternatives for the BOD to consider
  • Communicates with key stakeholders (participants, TA members, staff, volunteers, partners, sponsors) to identify changing needs
  • Addresses potential threats to TA image, financial stability and growth that impede TA’s image and suggests strategies to overcome the issues
  • Addresses need for staff replacements if volunteer leaders for AP programs are not available
  • Addresses needs for more competitive and fair salaries for staff members to ensure quality staff are attracted and retained
• Proposes specific organizational and financial goals and outcomes for all shows and programs for the consideration and approval of the Board, in collaboration with the Director of Operations and Producers/Program Coordinators (through processes such as the development of budgets) and reports on progress toward these goals

In collaboration with the BOD, creates and leads the implementation of a strategic growth plan for the future of the company and structures a plan for next steps

3. Leadership

• Provides day-to-day leadership and guidance for Theatre Ancaster as a business
• Provides day-to-day leadership and guidance for all Financial, Organizational, Business, and IT personnel
• Evaluates organizational and financial goals/risks and outcomes in collaboration with relevant personnel annually and reports to the BOD
• Attends at least one performance of all Productions and Program Shows if possible, serves as a face for the company, and is available to answer questions
• Attends all meetings of the Theatre Ancaster Board of Directors

4. Personnel Management

• Interprets and communicates BOD policy and decisions to appropriate Staff Members and Volunteers within the areas of Marketing, Financial Management, Business Management, and Fund Development

Hiring/Supervision/Evaluation

• Leads the hiring of Financial, Organizational, and Marketing staff members
• Supports the leadership of the DO in the hiring of program staff
• Hires and releases all staff, in collaboration with DO, Program Leaders, and other invested parties, where applicable
  • Ensures all job posting are updated for each hiring period
  • Ensures job postings are posted and removed at appropriate times
  • Coordinates and schedules interviews for hiring
  • Ensures people are in place to facilitate hosting process for interviewees
  • Ensures all job descriptions and contracts exist and are accurate and up to date for all staff positions
• Creates and distributes contracts to all hires, collects signed copies and saves for Theatre Ancaster records
• Ensures that all relevant personal information for hires and production head volunteers is collected and stored for future use, including tax forms and Volunteer Leadership Agreements, and that all staff and production volunteers have read and signed the TA Code of Conduct policy
• Ensures that all staff and volunteers working with minors have valid Vulnerable Sector Police Checks
• Provides regular evaluations to ensure alignment of Theatre Ancaster values, adherence to the Code of Conduct and growth aspirations for direct reports.

Training

• Identifies necessary training for staff and volunteers
• Considers and recommends new areas for staff and volunteer training to the Board
• Organizes and books all staff training classes, spaces and resources
• Ensures all YP staff have training on Children’s Aid responsibilities and corresponding legislation
• Facilitates and/or leads necessary staff and volunteer training

People and Culture

• In partnership with the DO, leads in creating a culture of respect and beneficial development of all staff and volunteers to help create a positive and safe work environment
• Serves as the People and Culture (Human Resources) Officer/Representative for Theatre Ancaster
• Ensures that Theatre Ancaster complies with the Ontario Human Rights Commission and employs an appropriate EDI lens in all areas of employment and volunteerism
• Leads in the implementation and enforcement of Theatre Ancaster’s Code of Conduct
• Serves as a primary contact for mediating and resolving workplace/interpersonal disputes among staff and/or volunteers
• Protects Theatre Ancaster’s brand in all hiring, dismissal, and correction
• Ensures staff members and volunteers are treated fairly, with respect, and according to the laws of Canada and Ontario
• Ensures Theatre Ancaster follows all Canadian and Ontario laws in regards to employment and staffing
• Builds a culture of open communication and continuous improvement by establishing feedback processes that support the collaboration of staff and volunteers.
• Ensures all identified staff and volunteers have employment contracts, the required First Aid and CPR training and any other documentation.

Staff and Volunteer Progressive Discipline and Release

• In consultation with the DO, the ED provides a structured process to address staff and volunteer issues.
• Releases staff or volunteers if required after appropriate consultations.

5. Administration and Management

A. Communication

• Serves as the primary point of contact for Theatre Ancaster in the areas of Business Management, Financial Management, Fund Development, Theatre Ancaster’s brand and community face, overall company questions and information
• Serves as the Face of Theatre Ancaster and primary point of contact with other entities, such as other theatre groups, the City of Hamilton and BIA of Ancaster
• Serves as the primary point of contact with the Ancaster Memorial Arts Centre
• Leads in work with the DO and Bookkeeper/Treasurer to ensure that bookings, rentals, production agreements, lease payments, ticket sales reconciliations, and all paperwork involved in Theatre Ancaster’s agreement with the Ancaster Memorial Arts Centre are correct and executed in a timely fashion
• Works to ensure that all areas of responsibility on the Theatre Ancaster website are kept up to date, supplying relevant information to Theatre Ancaster’s webmaster

B. Financial Management

• Maintains Signing authority for Theatre Ancaster on a board directed amount
• Leads the process to develop the annual budget for approval by the Theatre Ancaster Board of Directors
• Manages all Payroll, Credit Cards, Cheques, Monthly reconciliations with Bookkeeper/Treasurer
• Leads development of individual show/program budgets in collaboration with the DO as well as Program Coordinators and Production Producers
• Leads the process to develop operational budgets (such as Facilities, Gear, and Marketing) in collaboration with the DO and other necessary stakeholders
• Shares all budgets with the Treasurer before submitting to the Board of Directors for approval, identifying large changes or variances in yearly budgets to help with decision making
• Monitors budgets for all Programs, Productions, and ongoing Operations with the DO, Program Coordinators, Mainstage Producers, and Staff Members and follows up with them concerning the Profit and Loss statements provided by the Bookkeeper/Treasurer before preparing the next budget
• In collaboration with the Bookkeeper/Treasurer, develops proper procedures for money handling, depositing, and documentation and ensures they are followed to maintain cash security on a daily basis
• Supports the DO in managing Program Leaders and Mainstage Production Teams submission of receipts, float reconciliations, and program financials in a timely manner
• Prepares a payment calendar for all staff and volunteers who receive honoraria for the Bookkeeper/Treasurer to ensure everyone is being paid for their duties at the appropriate time
• Writes and manages grants for funding for Theatre Ancaster
• Prepares and submits all government reports necessary to apply for grants
• Identifies, researches and submits proposals for funding opportunities for Programs, Productions, Services, and Theatre Ancaster at large
• Leads in the follow-through of accepted proposals for funding opportunities
• Expands our benefactor network by actively sourcing and securing new sponsors and donors
• Actively manages and retains established sponsors and donors for Theatre Ancaster
• Reviews and finalizes Bookkeepers financial records to assist the Bookkeeper/Treasurer in ensuring there are no errors
• Leads the Annual Audit with the outside Auditor for year-end and is supported by the Bookkeeper/Treasurer
• Leads the work to help Theatre Ancaster meet the Auditor’s recommendations

C. Business Management

• Ensures Theatre Ancaster follows all Canada and Ontario laws and guidelines to maintain its not-for-profit charity status
• Ensures insurances, certificates, Charity license is maintained yearly
• Liaises with Insurance Agent for Certificates of Insurance
• Liaises with Theatre Ancaster’s Lawyer as required
• Safeguards personal and financial data and maintains confidentiality to prevent unauthorized access
• Provides input into large contracts and leases

D. Fund Development/Fundraising

• Leads Fundraising through grants, donors, sponsors and major campaigns

E. Software Management

• Maintains literacy and competency in all Theatre Ancaster software applications to use and train others, including Quickbooks, Google Suite, and Campbrain
• Serves as a secondary point of contact for Campbrain maintenance and registration needs to assist the Director of Operations as necessary
• Serves as a secondary point of contact for Google Suite IT maintenance and access needs
• Liaises with the DO and IT Specialists to ensure all of Theatre Ancaster’s software needs and digital security needs are met

6. Advocacy Management

• Promotes community awareness of all Theatre Ancaster Programs, Productions, Services, and Events
  • Supervises the Marketing staff to ensure community awareness of all Theatre Ancaster Programs, Productions, Services, and Events
  • Works out plans with members of the Board of Directors for them to attend rehearsals and productions to help them stay informed of the work of Theatre Ancaster
  • Involves Program Leaders and Show Producers in information updates and presentations to the Board of Directors
  • Represents Theatre Ancaster at community events and Theatre Ancaster events
• Ensures that decisions made by Theatre Ancaster have been considered through an EDI lens and with an eye towards protecting Theatre Ancaster’s brand

7. Meetings and Committees

• Sits on the Theatre Ancaster Creative Committee as a voting member.
• Sits on other Theatre Ancaster board committees as determined by strategic and financial planning, voting status to be determined by TOR

Theatre Ancaster is committed to equity in employment and establishing a qualified workforce that is reflective of the diverse population we serve. We welcome and encourage submissions from individuals, with proper credentials, from indigenous peoples, all genders, cultures, ethnicities, gender identities, sexual orientations, and abilities. Theatre Ancaster is committed to providing accommodations throughout the recruitment and selection process and invites candidates who may require assistance during the application/hiring process, to please notify us in advance and we will work with you to meet your needs. Theatre Ancaster acknowledges the traditional territories of the Haudenosaunee Confederacy and the Anishinaabe Nations on which we operate. We are committed to recognizing and respecting Indigenous sovereignty and fostering an inclusive environment that honours Indigenous cultures, histories, and contributions. We encourage applications from Indigenous candidates and are dedicated to creating opportunities for meaningful participation and leadership within our organization. We encourage applications from all qualified individuals; however, only those under consideration will be contacted.

Please apply by submitting a resume and cover letter to hiring@theatreancaster.com by August 7, 2026.

Candidates will be contacted for interviews once the application window has closed.