Career Opportunities

PRODUCTION LIAISON 

FULL-TIME, SEASONAL

Established in 2011, Indian Summer Festival is a multi-disciplinary arts festival produced by Indian Summer Arts Society, a not-for-profit charitable arts organization based in Vancouver, Canada, on the unceded Coast Salish territories of the Skwxwú7mesh (Squamish), Səl̓ílwətaɬ (Tsleil-Waututh), and xʷməθkwəy̓əm (Musqueam) Nations. Its mission is to offer daring, multi-arts events that bring together diverse artists, audiences, and artists in a global dialogue and citizenship spirit.


POSITION SUMMARY

The Production Liaison will be responsible for coordinating and communicating all ISF2022 production and technical logistics between the production team and artists. They will play a key role in ensuring the festival runs smoothly and that artists enjoy a professional, highly organized, stress-free, and positive experience.

Start Date: May 2, 2022

End Date: Aug 5, 2022

Work Hours: Generally working Mon-Fri office hours (up to 37.5 hours per week). Hours will vary and sometimes include evenings and weekends, particularly during the 10-day festival from July 7-17. 

Work Expectations: In-person work will be required following the strictest health and safety measures based on provincial health orders. Much of the computer work can be performed remotely or from the ISF office. 

Reports To: Festival Producer. Will work closely with the Artistic Director.

Please note that this role may require that candidates meet Canada Summer Jobs eligibility requirements and may be subject to funding. See pages 13-14. As Canada Summer Jobs eligibility may not be necessary, please apply even if you do not meet these requirements.

QUICK SUMMARY: To be eligible for Canada Summer Jobs, an individual must:

  • be between 15 and 30 years of age at the start of the employment;
  • be a Canadian citizen, permanent resident, or person to whom refugee protection has been conferred under the Immigration and Refugee Protection Act for the duration of the employment; and,
  • have a valid Social Insurance Number at the start of employment and be legally entitled to work in Canada in accordance with relevant provincial or territorial legislation and regulations.

RESPONSIBILITIES 

  • Compile artist information packages including bios, photos, signed contracts, and technical performance requirements
  • Maintain an ‘Artist Master List’ with all relevant, up-to-date details, as well as the ‘Artist Section’ in ‘Production Notes’ for each event
  • Receive artist inquiries and provide the required support, or forward as necessary
  • Manage all production and tech-related communication between artists and the production team, including tech riders
  • Write and disseminate welcome packs that provide clear, helpful information about the event, rehearsals/sound checks, tech needs, start/end times, etc.
  • Attend weekly meetings and communicate regularly with the entire Festival team, ensuring all are apprised of ongoing tasks and artist updates
  • Collect and distribute artist information and production details between appropriate ISF team members (i.e., for use on the website, in marketing materials, production notes, and planning, festival reporting, etc.)
  • Keep easily accessible records of all work to ensure organizational continuity
  • Be a warm and welcoming point of contact for all artists and assist in all production, logistics, and site operation tasks for in-person/virtual events
  • Coordinate air ticket bookings, airport transfers, and hotel accommodations for 8-10 out-of-town artists
  • Coordinate green room and backstage hospitality on event days, in line with evolving health and safety guidelines
  • Request artists to fill out a post-festival feedback form
  • Prepare a final report summarizing work done, successes, and suggestions for future

 

YOU MIGHT BE THE PERSON WE ARE LOOKING FOR IF YOU ARE:

  • Exceptional interpersonal skills: An outgoing, friendly and energetic person who can empathize with artists and their needs.
  • A planner extraordinaire – you are detail-oriented, extremely thorough, extra-prepared, and can anticipate needs and foresee issues well in advance
  • A problem-solver who is confident in ever-changing environments and situations and can easily roll with sudden, last-minute changes
  • An organized self-starter who sees the big picture and plans the necessary steps to get there
  • Cheery and kind, but firm and cool under pressure
  • Enjoy forging positive, professional, and respectful relationships with a diverse range of artists
  • Eager to serve as a festival ambassador and provide a positive first impression for artists

 

TO BE SUCCESSFUL IN THIS ROLE, YOU MUST:

  • Have impeccable written and verbal communications skills, and provide samples of your writing
  • Perform well under pressure and be able to handle situations on the fly
  • Be active and comfortable with working outdoors and manual tasks (moving, lifting, carrying, unloading)
  • Have a strong work ethic and schedule flexibility
  • Ideally, have a driver’s license and access to a vehicle
  • Have some festival or event experience
  • Be committed to equity, diversity, and inclusion practices
  • Be a genuine lover of arts and culture!

 

SOFTWARE/TECH WE LOVE

  • Asana – MS Office – Word/Excel – Whatsapp
  • Google Workspace – Slack – Zoom

 

 WORK SETTING:

  • ISF and Home Office Performance venues
  • Outdoors – Standing and walking (up to 8 hours on your feet)
  • Physical aspects can include lifting and carrying items under 20lbs 

 

REMUNERATION

$20.00 – $24.00 per hour (based on experience) + 4% Vacation Pay

 

HOW TO APPLY

Please apply with your cover letter and resume as a single pdf file by Friday, April 15, 2022, at 4 pm

Make sure to put “ISF Production Liaison – Your Full Name” as the subject line.

All applications can be emailed to: producer@indiansummerfest.ca 

We are alert and sensitive to the issue of fair and equitable treatment for all, and ISAS has a special concern with the participation and advancement of members of four designated groups that have traditionally been disadvantaged in employment: visible minorities, Indigenous peoples, women, and persons with disabilities. As a result, the Society reserves the right to give preferential treatment during the hiring process to such aforementioned groups in efforts to eliminate the underrepresentation of those designated groups in the workplace. We also request that if you have a disability or special need that requires accommodation, please let us know so we can do our best to meet your needs.



Operations Manager

FULL-TIME, PERMANENT 

Established in 2011, Indian Summer Festival is a multi-disciplinary arts festival produced by Indian Summer Arts Society, a not-for-profit charitable arts organization based in Vancouver, Canada, on the unceded Coast Salish territories of the Skwxwú7mesh (Squamish), Səl̓ílwətaɬ (Tsleil-Waututh), and xʷməθkwəy̓əm (Musqueam) Nations. Its mission is to offer daring, multi-arts events that bring together diverse artists, audiences, and artists in a global dialogue and citizenship spirit.


POSITION SUMMARY

The Operations Manager (OM) plays a critical role in managing the day-to-day effectiveness of ISAS, including our program operations, finance, and human resources functions. The OM sets financial and organizational goalposts and ensures that daily operations are aligned with these. 

The OM reports to the Artistic and Executive Director and leads a team of core staff and contractors, including the Office Coordinator & Festival Administrator and Accounts and Payroll Manager, to ensure ISAS’s vision is carried out, while realizing efficiencies and ensuring a quality stakeholder experience.

RESPONSIBILITIES:

Operational Planning & Management

  • Develop an operational plan which incorporates goals and objectives that work towards the strategic direction of the organization.
  • Oversee day-to-day operations, ensuring they align with ISAS’s work, mission and values.
  • Ensure that all programs and services support and realize the organization’s work, mission and values.
  • Work with the Office Administrator to streamline administrative systems, and explore new technologies.
  • With the AED, assist with a regular risk analysis of the organization’s operating processes. 

Human Resources Planning & Management

  • Work with the AED to create an annual HR plan (for both paid and unpaid staff and support) to include organizational charts, compensation levels, bonus structures, and professional development plans.
  • Identify and engage appropriate staffing for organizational management and program delivery success.
  • Develop and implement human resource policies, procedures and practices.  Review and revise annually.
  • Establish a positive, healthy and safe work environment that encourages diversity.
  • Maintain a performance management process for all staff including monitoring, coaching and regular performance reviews.
  • Manage programs, plans and tracking of benefits, timesheets, sick/holiday time and financial components of HR activities.
  • Supervise the Office Administrator & Box Office Coordinator, Accounting & Payroll Manager, Volunteer Coordinator, external consultants (HR, IT, etc) and volunteer leads.
  • Maintain HR and other key organizational documentation (onboarding and offboarding staff, archives), and orient and onboard new employees to company culture, technology, policies, office systems etc. with Office Administrator’s support.
  • Leads on and coordinates practicum and internship roles and maintains relationships with external organizations (such as Universities, international placements).

Financial Planning & Management

  • Support the AED in the development of the annual budget.
  • Is accountable for the development and ongoing management of the office management, administration, IT budgets, and capital expense budgets.
  • Review, approve and track all expenditures, ensuring they are in line with the budget and policies. (Ensure each department has the tools/processes to manage their assigned budgets).
  • Monitor cash flow on a regular basis.
  • Work with the AED to provide the Board with regular reports on the revenues and expenses of the organization.
  • Oversee Accountant & Payroll Manager to ensure sound bookkeeping and accounting procedures are followed and CRA guidelines met, and to prepare financial statements and annual review engagement with external accounting firm.
  • Work closely with the Development Manager on financial aspects of all development initiatives, including but not limited to:
    • Creating and monitoring grant budgets and grant-related financial information
    • Monitoring payment schedules and following up on outstanding payments from sponsors, donors, and funders
  • Is responsible for point of sale management systems and processes, including festival sales/cash handling procedures.

IT and Systems

  • Oversee, analyze and organize office operations, procedures and systems to increase efficiency and productivity.
  • Is accountable to ensure that sufficient IT resources are in place (hardware, software, policy, security).
  • Oversees internal and external communications systems.
  • Creates systems for internal data collection (statistical, demographics).
  • Oversight of all IT and systems strategic thinking (plans and research for IT resource needs and replacement, strategic investment in resources such as fundraising software, CRM).
  • Manage software/hardware equipment, applications, licenses and accounts, maintain a guide, and set up new employees, with support from the Office Administrator.

Governance

  • Is a member of the staff senior management team.
  • May attend board meetings and participate on board committees.
  • Provide administrative support to the AED in support of board governance activities.
  • Provides logistical support to the Executive Committee in carrying out the annual AGM and completes all filings required for compliance with the BC Societies Act.
  • Ensures compliance with legal and other statutory obligations.

 

Required qualifications & attributes:

  • 5+ years of experience with organizational operations, including finances, human resources and systems management
  • Exceptional communications and independent problem-solving skills
  • Strong attention to detail and superior organizational and analytical abilities 
  • Tech-savvy, familiar with online collaboration tools such as the G Suite, Asana, Zoom, Slack, etc.
  • Experience developing and implementing organizational policies
  • Interest in developing, strengthening, and implementing best practices
  • Resilient in the face of new and evolving challenges 
  • Passionate about the arts and social change 
  • Friendly, motivated, patient, confident, and professional

Desired but not required:

  • Knowledge of non-profit small-donor fundraising and donation processing, including donor privacy legislation
  • Knowledge of common accounting software and Canadian GAAP standards 
  • Board governance experience as an asset
  • Drivers license and access to a car

Working Conditions

  • Some evenings and weekends work is required
  • Proof of vaccination  
  • Ability and willingness to work both in-office and remotely

 

REMUNERATION

A competitive compensation package will be offered, complete with salary (between $55,000 – $65,000) and competitive benefits package.

 

HOW TO APPLY

Indian Summer is committed to building and maintaining an inclusive work environment that reflects the diversity of the audiences we serve. We encourage applications from all qualified candidates and equity-seeking groups, including from racialized persons/persons of color, Indigenous persons, and persons with disabilities.

 

Please send your CV with cover letter as PDF with the job title as the subject line to laura@indiansummerfest.ca 

 

We thank all applicants for their interest; however, only those being considered for interviews will be contacted.