Governor's Council Coordinator

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: Governor’s Council Coordinator
Department: Development
Salary: $41,000 – $43,000/annually (plus benefits)

JOB DESCRIPTION

The Shaw Festival is supported by an incredible community of donors, corporate partners and patrons, and our
Governors Council members are among our most loyal and generous donors. And we are growing. As a result, we are
looking for a Coordinator who can take care of the little things that matter, who has an eye for detail and who
understands that every interaction with one of our supporters is an opportunity to make their day and strengthen our
relationship with them.
This role is all about rolling up your sleeves, working hard and doing the work that is not always glamorous, but which
ultimately makes the difference.

A DAY IN THE LIFE OF..

As our Coordinator, Governors Council, you will be responsible for completing many of the day-to-day tasks that provide
strong accountability to our Governors Council and help The Shaw to sustain and deepen the interest and commitment
of our donors.
You will work closely with all members of the Development team, but particularly those involved in our Individual Giving
programs. This position also works with Box Office (in matters relating to ticketing), Facilities, Distribution and Finance.
You will manage a small portfolio of Governors Council donors, ensuring excellent stewardship and meaningful
engagement.
Reporting to the Manager, Governors Council, you will assist in providing a wide range of stewardship, cultivation and
service support to our Governors Council (GC – annual donors to The Shaw from $2000 to $25,000), making sure the
details that matter are taken care of. This will include:

Governors Council Administration

• Working with the Manager, Governors Council and the Senior Development Officer, Individual & Legacy Giving, this
position will support the implementation of our ongoing stewardship processes, gift management and recognition
systems to ensure appropriate, timely and highly professional responses in a manner consistent with the expectations
of the donors. These include:
– Consistent and timely renewal and acknowledgement, mailings; merging and printing of GC renewal and
acknowledgement, letters

Merging and printing of outgoing GC gift solicitations
– Support the timely and accurate processing of donations which may include contacting donors for additional
information to process their gift
– Support moves management by preparing monthly reports for the Primary Donor Managers
– Maintaining and updating donor records to ensure database integrity and filing material documents: including
regular scanning and uploading of key documents.
– Supporting regular updates to donor listings/recognition in various materials (house programmes, annual reports,
signage, website)
– Assisting with record-keeping and tracking of stewardship activities; coordinating action items through calendar
management

Governors Council Ticketing:

• This position will be the primary ticketing contact for Governors Council members
– Concierge approach to ticketing for our GC members
– Additionally, assist with special requests from senior administration/development staff or other ticket requests as
required
– Preparation and administrative processing for Early Order booking period
– Administration of the Board Voucher program

Event Coordination

• In conjunction with other development staff assist with coordination of GC donor related events including, but not
limited to: Open and On-stage Rehearsals, special performance presentations, receptions, as well as cultivation and
stewardship events to support our initiatives for Individual Giving.
– Support communications to donors for events including invitations, reminders, updates
– Accurate tracking of responses, and entering information into the database
– Creation of event reports, e.g. registration lists as needed
– Providing support and/or running events as needed
– Support tracking of RSVPs for events including monitoring RSVP lines

Governors Council Hosting

• Support the Manager, Governors Council with exceptional service and hospitality to our donors at the Governors
Council Lounge during Festival Theatre intermissions
– May involve monitoring the lounge for some evenings and on weekends
• Cross-train and back-up support for the Administrative Coordinator regarding administration for the GC Lounge reports
(attendance reports for staff ) and the creation of seat notes
• With the Manager, Governors Council and Administrative Coordinator assist with the components needed to ensure
the GC Lounge is set-up appropriately (e.g. signage, furnishings, décor)
– document set-up for consistency

Other Tasks

• Dealing with donor requests and providing information on the Festival and its productions
• Assisting with special events including Openings as required
• Preparing reports, lists, extractions from Tessitura as needed
• Assist with creation of donation processing forms as needed

What will make you successful?

To start with, you will love the arts and thrive in the creative and magical space that is The Shaw. You’ll understand that it
truly is the little things that make the biggest difference, so you will enjoy paying attention to every little detail and
feeling the thrill that comes from knowing the joy that your care and thought brings to our supporters.
You’ll be really organized. Now, most jobs ask candidates to be organized, but to be successful here you need to really
geek out on this kind of stuff.
You also need to not be afraid to advocate for what you need to make sure things happen on time and in a way that
reflects the excellence of our art. This is not an admin role where you can hide away behind a spreadsheet and colour
coordinated flowcharts. You will be working with different team members and different departments and the successful
candidate will be able to hear what others need, step in and work their magic while at the same time advocating for what
they need to be successful.

Candidates will have:

• Previous related work experience in a high-performance fundraising environment preferred.
• Excellent organizational and time management skills.
• Attention to detail and an ability to manage multiple priorities effectively. Ability to keep projects on track with timely
completion.
• A strong customer-service focus and comfort in guiding all donor interactions.
• Extremely effective interpersonal skills with a professional presence and manner; capable of exercising independent
judgment and flexibility.
• Excellent oral and written communication skills; tactful and diplomatic; experience in dealing with discerning patrons.
• Proficient in the use of Microsoft Office applications (Outlook, Word, Excel) and high degree of comfort with using a
donor database for tracking prospect activity. Tessitura and Adobe experience considered an asset.
• Ability to work in teams or independently with minimal administrative support.
• Event experience is an asset.
• Smart Serve certification.
• An appreciation for the arts and for theatre.
• Demonstrated commitment to the principles of equity and diversity, and experience promoting a respectful work
environment.

Hours of Work

• Monday – Friday
• 9:00am – 5:00pm
• 35 hours per week
• Additional hours as needed (evenings and weekends)
• On-site work; flexibility to work remotely occasionally