Artistic Administrator

Company Overview

Drayton Entertainment is a registered, not-for-profit charitable organization and one of Canada's most successful professional theatre companies. We present the finest in live theatre for all ages at seven unique venues across Ontario: the Drayton Festival Theatre in Drayton, Huron Country Playhouse (Mainstage and South Huron Stage) in Grand Bend, King's Wharf Theatre in Penetanguishene, St. Jacobs Country Playhouse and Schoolhouse Theatre in St. Jacobs, and Hamilton Family Theatre Cambridge. In addition to our seven venues, we also operate a Youth Academy in Waterloo, Ontario.

Job Description

ARTISTIC ADMINISTRATOR

Reports to           Artistic Director

Duties and Responsibilities shall include but are not limited to:

 Artistic
Assist with and oversee:

•  Distribution and collection of contracts and riders from Agents/Artists.
• Submission of CTA contracts and production registration forms to CAEA and PACT.
• Filing of appropriate Musician paperwork and remittances with the AFM.
• Management and distribution of contact and distribution sheets to Stage Management.
• Preparation and distribution of production material, including scripts, scores, and orchestral books, and account for all prior to returning to distributor.
• Financial backup for weekly remittances to CAEA.
• Remittance of royalty and sales reports, provided by the Finance department, to licensors.
• License requirements, such as royalty and billing obligations, to Finance, Marketing and others, as required.
• Acquisition and dissemination of artists’ measurements and payroll information.
• Execution of artistic contractual obligations; including, but not limited to accommodations, car rentals, flights, etc.
• Completion of Immigration Paperwork and ongoing communication with artists requiring work visas, ensuring proper paperwork is obtained prior to their first day, as required.
• Arranging transportation to and from the airport, for artists, when required.
• Organization and dissemination of artistic submission packages, coordinating with agents and/or artists to schedule audition times for General Auditions and specific show-based auditions.
• Scheduling and drafting all required notices of recording for production photos and archival videos for each production, ensuring notices are filed with Stage Management and applicable staff.
• Archival of all prompt books and materials, in conjunction with the Director of Production.
• Management of the company cast list, ensuring information is updated regularly with role assignments. Informing Marketing, Finance and Wardrobe Departments with any last-minute changes that may impact current projects, such as insert printing, website, e-marketing, and costuming.
• Management of all onsite bookings, ensuring Facility Management has proper move in and move out dates, and current contact information for artists. Communication to payroll to ensure accurate deductions are made.
• Responding to Facility Management and/or Artist concerns regarding onsite accommodations.
• New accommodation opportunities in all locations.
• Liaising with Artists and their professional associations and/or unions, to ensure fulfillment of all obligations.
• As well as supervising and overseeing support staff, as needed.

Marketing
In conjunction with our Marketing Department, assist with:

• Communication of cast additions and/or cast changes with Marketing, Finance, and Wardrobe.
• Final proofing of all artistic related components of the website and programs, including proofing for accuracy of names, role assignments, and contractual obligations such as billing.
• Provision to the marketing department of all riders to production contracts.
• Provision to the marketing department all information pertaining to contractual obligations such as artist billing, special ticket and/or credit arrangements.
• Provision to the marketing department of all content for the Drayton Entertainment website that pertains to artists and auditions.

Plus other related duties as assigned. 

Required Skills and Qualifications

• Demonstrated experience in artistic administration.
• Knowledge of all agreements that are shared with associations and unions affiliated with Drayton Entertainment (Canadian Theatre Agreement, American Federation of Musicians, and Associated Designers of Canada).
• Excellent organization, attention to detail, and communication skills.
• High level of confidentiality.
• Ability to function effectively and collaboratively in a team environment.

Term:  Full-time; Immediate Start.

This position is based at Drayton Entertainment’s Head Office at 46 Grand Ave. S., Cambridge. 

Individuals required to work onsite must provide proof of COVID-19 vaccination in accordance with Drayton Entertainment’s COVID-19 Vaccination Policy. Accommodations may be requested due to medical exemption.