Operations Administrator

Company Overview

Pi Theatre is one of Vancouver’s longest running alternative theatres. Founded in 1984 as the Pink Ink Equity Co-op, Pi has a history of innovation and artistic excellence. The company is a full member of the Professional Association of Canadian Theatres (PACT) and engages under the terms of the Canadian Theatre Agreement. Please see our website for more information: www.pitheatre.com

Job Description

General Duties & Responsibilities

Reporting directly to the Artistic and Producing Director, the Operations Administrator will be responsible for the ongoing administrative operations activities of Pi Theatre. The Operations Administrator will work to help ensure the achievement of both short-and long-term artistic and organizational goals and priorities. The Operations Administrator provides professional support to the Artistic and Producing Director and acts as an advocate of Pi Theatre to arts professionals, stakeholders and the community. 

1.         Administration and Human Resources:

•      Is responsible for electronic and paper filing, responding to incoming correspondence, maintaining office systems and contributing to their positive evolution.

•      Lead administrative interns and volunteers where appropriate.

•      Work with the Artistic and Producing Director on grant research, preparation and writing.

•      Manage in-house equipment and rentals.

•      Act as a representative and advocate for the organization, by networking with the community where appropriate.

•      Generating Equity, ADC and other contracts.

•      Scheduling of rehearsals, auditions and photo calls.

2.         Finance: 

·       Organize the day-to-day activities of the organization’s financial operations for delivery to the company’s book-keeper.   

·       Ensure all legal and contractual obligations of the society are met.

•      Manage the year-end financial accounting with our contracted bookkeeper, board treasurer and accountancy firm.

·       With the Artistic and Producing Director, manage the preparation of the annual budget, cash flow projections, and year-end financials.

·       Manage bank transactions, deposits and transfers. 

3.         Communications:

•      Along with our Social Media Manager and Publicist, work to publicize shows, events and other activity.

•      Maintain Pi’s contact database of subscribers, members, patrons and donors.

•      Administer fundraising campaigns via email, website, and social media. 

4.         Production:

•      Assist with the on-site production of the event when appropriate.

•      Liaise with Pi’s box office service supplier and do final reconciliation of box office receipts.

•      Manage ticket sales. Receive daily ticketing reservation report.

•      Organize and manage concession when required.

•      Insure onsite collateral (programs, banner, posters, cards, brochures etc.) is properly displayed.

5.         Working Conditions and Environment:

•      A regular workweek will consist of 4 x 7.5 - hour days for a total of 30 hours /wk to be allocated as appropriate. Although work is largely done out of the Pi office, the location of the work and the days of the week could vary. 

•      Holiday time and other work-related matters will be discussed with the applicant in an interview situation.

•      We value a workplace that is inclusive and we strive to maintain a supportive space for all. All interested parties are invited to apply for this position regardless of age, culture, abilities, ethnic origin, gender, gender identity/expression, sexuality, nationality, race, religion, education, or socioeconomic status.