JOB RESULTS DESRIPTION

TIMBER LAKE PLAYHOUSE (TLP)

Title:Executive Director of Theatre Operations

Reports To: Board of Directors TLP

Status: This position is a full time salaried position

Purpose: Under the direction of the President of the Board of Directors, is responsible for all day-to-day operations of TLP.

This responsibility will have been successfully performed when the following have been completed:

Incumbent maintains a close direct line, supervisory relationship with the Artistic Director in fulfilling all key areas of responsibility to achieve TLP’s mission, vision, financial stability, goals and objectives

Business Operations:

  1. Centralizes all business files; all financial, Human Resources, volunteer support, among others required.
  2. Manages Board meeting schedules for staff attendance.
  3. Track and file board resolutions, meeting minutes, presentations.
  4. Maintains all TLP Documents: Bylaws, Conflicts of Interest, Human Resource, Organizational documents, (501 C3 filings, State of Illinois filings, updates, audits, tax payments, and all other TLP documents).

Business Management & Accounting:

  1. Directs and coordinates financial and budget activities to fund operations, maximize investments and increase efficiency in all areas.
  2. Oversees Federal Tax payments via payroll system.
  3. Oversees submission of Federal Tax (Form 990) as per schedule.
  4. Oversees regularly scheduled Unemployment Tax Payments via Illinois Commission system and assures these reports are completed in a timely manner by the Treasurer or accounting firm.
  5. Coordinatesannual TLP Audits with third party CPA firm.
  6. Processesemployee expense reports.
  7. Managesbank account transactions with monthly reconciliation between bank accounts and treasurer.
  8. Oversees payables/receivables.
  9. Facilitates monthly budgeting and P&L reconciliation with treasurer.
  10. Provides oversight of all TLP expenditures.
  11. Manages all vendor accounts, to include rent, website, insurances, phone, utilities, food & supplies, among others.

Job Results Description

Executive Director Theatre Operations

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Human Resources:

  1. Manages payroll.
  2. Manages all paid staff benefits.
  3. Manages all employee contracts, agreements and processing.
  4. Supervises all aspects of staff activities, including work direction, recruiting, hiring, performance evaluations, training and development, discipline, and terminations of all theatre employees. Hiring and termination decisions must be coordinated with the Personnel Committee.
  5. Oversees all policies and procedures related to recruitment, hiring, discipline,

termination, training, compensation, benefits, evaluations, policy development,

safety and record keeping. Maintains accurate and up-to-date job descriptions for

all positions.

  1. Manages all employee on-boarding.
  2. Administers and interprets the personnel-related policies and procedures as documented in the TLP employee handbook. Maintains and recommends updates to the employee handbook, as needed.
  3. Serves as a member of the Personnel Committee of the board.

Development, Funding, Fundraising and Sales:

  1. Develops a comprehensive fund raising strategy and action plan, including data base, direct mail, grant requests, alliances, especially focusing on major gifts
  2. Cultivates relations with major donors, friends and support groups/organizations.
  3. Directs the development of materials, newsletters and appeals on regular basis ensuring that the mission and vision of the organization is communicated in a proper and timely manner.
  4. Plans, coordinates and follows up on the contracts forwarded by Board members and volunteers for TLP.
  5. Develops and promotes events for donors, potential donors, key leaders, and other people of influence. Regularly assesses the relevance and outcomes of all events and establishes benchmarks annually.
  6. Develops and monitors the work of volunteer networks for fund raising areas or as designated to staff as appropriate. Provides opportunities to tell the story, partner with organizations and agencies, follow-up major donor prospects and visits.
  7. Work closely with the TLP Board, other staff, alumni and alumni networks of TLP through-out the U.S. to communicate and market TLP with a strong brand and identity.
  8. Working closely with the AD, prepares or causes to be prepared applicable grant writing applications.

Job Results Description

Executive Director Theatre Operations

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Marketing

  1. Oversees the image and reputation of TLP, ensuring that the theater is

maintained in a favorable light at all times within the community and with

stakeholders.

  1. Serves as the spokesperson for the theater for all official communications with the media and the public.
  2. Ensures the highest possible levels of customer service are maintained in all

areas throughout the organization.

  1. In tandem with the AD, works to ensure that season and individual show marketing plans are adequate, and that general institutional awareness and image plans are maintained. Examples of Marketing and Public Relations materials to be developed include but are not limited to the following: Press Release preparation, Organizational/TLP literature, Business Materials (cards, letterhead, etc.), Web site Maintenance and General Organizational Inquiries.
  2. Represents the theater within the community and throughout the state of Illinois, serving on boards, service organizations, membership in civic organizations, etc., as feasible.
  3. Serves as a member of the Marketing Committee of the board.

Volunteer Program:

  1. Develops and oversees a robust volunteer program throughout the organization.
  2. Ensures that adequate and rewarding opportunities exist in all areas across the theater operation, including on-stage, backstage, shops, front-of-the house, office, recruiting, training and recognition of volunteers.
  3. Maintains database of volunteer information, including job description, contact information and activity history for each volunteer.

Board and Governance:

  1. Serves as the staff liaison to the theater’s Board of Directors. Helps prepare for and attends all board of director’s meetings.
  2. With Artistic Director serves as leader of the theater’s executive team.
  3. Maintains the TLP by-laws and other organizational documents.

Performs all other duties and/or activities as deemed necessary for the effective operation of the organization as assigned by the Board of Directors.

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Executive Director Theatre Operations

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Knowledge, Skills and Abilities:

Knowledge:

  1. Extensive knowledge of theatre literature, the theatre production process and

rights acquisition.

  1. Knowledge of basic non-profit accounting and reporting principles.

Skills:

  1. Research, writing and preparation of grant requests/applications.
  2. Ability to manage multiple, diverse interests and constituencies.
  3. Knowledge necessary to assist the Finance Committee in the preparation of the annualoperating budgets and forecasts.
  4. Public speaking and presentations skills necessary to promote TLP.
  5. Innovative marketing techniques through a variety of media channels.
  6. Ability to utilize social media and other web-based technology to help promote the theatre.
  7. Experience in graphic design and familiarity with graphic design software programs.
  8. Ability to manage all computerized systems, including Microsoft Office programs, sales and ticketing.

Abilities:

  1. Build and maintain effective professional relationships with community

leaders, funders, patrons, vendors, staff and volunteers.

  1. Lead the organization in furtherance of its mission and vision.
  2. Assist in development of and execution a long-term vision for the theatre.
  3. Understand and articulate the unique role that TLP plays in the community

and region.

  1. Work collaboratively, and build consensus, to promote the efficient and

stable operation of the theatre.

  1. Assess and respond to needs of both our current and potential audiences,

volunteers, staff, funders and the community at-large.

7. Ability to work well, efficiently and effectively under stress.

In all areas the Executive Director of Theatre Operations is responsible with the Artistic Director for ensuring that effective administrative, financial and Human Resource procedures have been established, are being consistently followed and are in line with best practice and legal requirements.

Qualifications:

  1. Business Administration education & experience.
  2. Bookkeeping or accounting background.
  3. Competent, conscientious and professional.
  4. Able to accommodate a flexible schedule which allows for daytime as well as evening hours as needed to conduct the business of the organization.
  5. Detail oriented.

Job Results Description

Executive Director Theatre Operations

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  1. Excellent computer skills, especially proficient in administrative, front office applications (Excel, Word, email, etc.).
  2. Self Starter.
  3. Ability and willingness to mentor, train, teach management best practice, policies, procedures to the organization’s staff and volunteers, Board of Directors and committees.

Education:

Graduate Degree in Business Administration; 2-4 years experience in similar position.

MBA or other relevant post-graduate degree preferred.