Assistant Production Administrator

Company Overview

As one of the world’s leading theatre companies and Niagara’s 20 largest employers, The Shaw is dedicated to an ongoing process of increasing diversity and inclusion in our audiences, our programs, and in all of our hiring for staff, artists, and in the recruiting of board members. The Shaw is committed to a future when our theatres joyously draw on and include all peoples, fully reflective of the world around us. As such, the Shaw Festival is an equal opportunity employer committed to a barrier-free recruitment and selection process. We encourage and invite applications from applicants who identify as Indigenous, Black or as persons of colour (IBPOC), the LGBTQ2+ communities and those identifying as gender fluid. In accordance with Accessibility for Ontarians with Disabilities Act (AODA), and in keeping with our wish to ensure a fully inclusive environment, please advise Human Resources if you require an accommodation throughout the recruitment process. We will be happy to assist.
We acknowledge and honour the land upon which we gather as the historic and traditional territory of First Nations peoples. In particular, we recognize and thank the Neutral Nation, the Mississauga and the Haudenosaunee for their stewardship of these lands over millennia.

Job Description

Position: Assistant Production Administrator
Report to: Production Director

JOB DESCRIPTION

The Assistant Production Administrator plays a vital role in the operational efficiency of the Shaw Festival’s production cycle. This position serves as a critical administrative bridge, ensuring that the complex logistics of a major repertory theatre– ranging from financial processing to personnel scheduling—are handled with absolute precision. By managing the flow of departmental data and maintaining clear communication between management and crew, this role ensures that our production teams remain focused on the highest standards of excellence.
This is a temporary contract for maternity leave coverage, beginning June 1st, 2026, and concluding approximately June 19, 2027. The core objective of the position is to support departmental administration through meticulous scheduling and financial oversight, acting as a reliable point of contact for staff and internal stakeholders alike. The successful candidate will ensure that the production office remains an efficient hub of activity throughout the season.

RESPONSIBILITIES

The nature of this role is multifaceted, requiring a professional who can balance technical financial administration with the nuances of personnel relationship management. Key responsibilities include:
• Departmental Administration: Manage “The Weekly” and coordinate crew scheduling to ensure optimal production flow and strict adherence to labor standards and company policies.
• Financial Processing: Execute time sheet processing, Visa reconciliation, and petty cash submissions to maintain fiscal accuracy and transparency across the department.
• Budgetary Support: Assist with labor and material budget reporting, providing management with the data necessary for informed financial decision-making and resource allocation.
• Database Maintenance: Update and maintain departmental employee status and databases to ensure organizational records remain current, accessible, and secure.
• Committee Participation: Attend Production and Health & Safety committee meetings to represent departmental interests and ensure a proactive approach to workplace safety.

Relationship Management: Build and maintain positive personnel relationships while exercising professional discretion to uphold a healthy and collaborative workplace culture.
• Process Improvement: Develop and implement improved methods to support Shaw Festival production, ensuring the department remains agile and responsive to evolving artistic and operational needs.
If you possess the unique blend of administrative talent and theatrical knowledge required to excel in this role, we invite you to review our candidate profile below.

QUALIFICATIONS

The ideal candidate is a detail-oriented professional who combines a fundamental understanding of technical theatre environments with high-level administrative precision.
Required Technical Skills
• Payroll & Scheduling: Demonstrated experience in payroll processing and a proven track record in managing complex staff schedules.
• Health & Safety: Working knowledge of Health and Safety standards and WHMIS compliance to ensure a safe working environment for all.
• Digital Proficiency: Advanced knowledge of Microsoft Office with a strong potential to expand digital knowledge and adapt to new systems.
Soft Skills
• Organizational Excellence: Proven time management skills with a rigorous attention to detail and accuracy.
• Communication: Strong written and oral communication skills suitable for a professional, high-stakes environment.
• Team Orientation: A positive, team-oriented attitude and the ability to work collaboratively (a sense of humour is
highly valued).
• Licensing: A minimum G class driver’s license with a clean driving record for the occasional use of company vehicles.
Preferred Assets
• Education: Post-secondary in a technical theatre program or an equivalent field of study.
Our commitment to our team extends beyond the role itself to include a competitive and transparent compensation structure.

CONTRACT DETAILS AND COMPENSATION

The Shaw Festival is committed to fair compensation and providing a structured environment that supports professional growth and work-life balance.
• Salary Range: $46,000- $52,000 annually (reflecting current organizational adjustments).
• Work Schedule: Standard 40 hour week, Monday–Friday, 8:00am–5:00pm.
• Vacation: Two weeks vacation annually prorated for 2026.
• Plus: Benefits and RSP contribution (3 month waiting period).

We look forward to learning more about your background and how your expertise can support our upcoming production season.