Managing Director

Position Title: Managing Director

Reports to: President, Children’s Theatre of Elgin/Fox Valley Theatre Company

Role Overview:

The Managing Director is the only full time employee of Children’s Theatre of Elgin.  Thus, the role requires a mix of fundraising, grant writing, show standardization, strategic leadership, financial and office management, marketing and communications, and other responsibilities as required.  The position is often the face of CTE to the public and backend support for our shows and board members.

Key Areas of responsibility (highlights):

Grant Writing

• Build relationships with grantors and granting organizations
• Seek out grants from new sources
• Play the lead role for CTE in communicating with existing grantors and lead CTE’s response for additional grant responses
• Write grant proposals and grant reports on a consistent basis, meeting all deadlines
• Allocate grant funding to specified programs and initiatives
• Keep detailed records of our granting activities and update the board on how CTE is progressing against grant fulfillment

Fundraising

• Organize and spearhead annual Giving Tuesday campaign, as well as other special campaigns that arise
• Communicate with donors
• Solicit for donations

Show Standardization and Management

• Meet with Producers and Production Coordinators to ensure timely and efficient communications about show auditions, general show information, as well as logistics and general show management
• Act as Box Office Manager and Box Office Clerk for all Hemmens shows
• Create audition and show registration, and monitor sign-ups
• Train Production Coordinators in the use of registration software.
• Train box office committee
• Set up shows for sale in ticketing system
• Communicate with ECC box office on setup of ECC shows for sale

Strategic Leadership

• Meet regularly with CTE President
• Organize Board meetings and, with the President, set the agenda
• Attend all Board meetings and provide relevant input for all discussion
• Work with CTE’s Director of Diversity, Equity  and Inclusion on strategic DEI initiatives
• Manage Summer Programs, Classes, and after school initiatives

Financial Management

• Work with CTE’s Treasurer on financial and non-profit filings and contracts
• Collect all show receipts and send for approval for reimbursement
• Maintain QuickBooks for the company (bank reconciliation, paying bills, and processing all reports
• Create and manage invoicing for CTE school shows
• Process all payments and deposits
• Create and monitor CTE organizational budget
• Create budget report for each show
• Create financial reports for each Board meeting
• Reconcile and record in-kind and cash donations from ECC

Office Management

• Keep accurate and complete records for the company including all areas of responsibility listed in this job description
• File all necessary paperwork with the Secretary of State and Attorney General to uphold nonprofit status
• File ASCAP and BMI reports
• Maintain accurate and updated files
• Procure space for meetings, rehearsals, workshops, camp, and other events
• Maintain all software subscriptions
• Maintain Illinois System of Award Management profile
• Provide minutes for all Board meetings
• File annual insurance audits
• Coordinate Board meetings, including reserving rooms, ordering food and drinks, making copies, and sending thank you gifts when Board members leave the Board.
• Serve as the main point of correspondence for CTE business, including email, physical mail and packages, and phone.

Marketing and Communications

• Send regular email blasts regarding current offerings, ticket sales, auditions, fundraisers, special events, and other important announcements
• Meet and communicate with Elgin Community College staff regularly
• Maintain CTE website
• Organize meetings and send invitations
• Monitor CTE social media accounts, and assist Publicity Coordinator in creating content
• Post auditions, workshops, camps, tickets, show descriptions, season announcements, and other important events on CTE website
• Assist with press releases and press relations
• Assist with CTE events outside of our shows
• Send out post-show surveys to cast, families, teachers, and audiences
• Maintain an updated mailing list, adding donors, cast, workshop participants, teachers, and audience members throughout the year
• Work collaboratively with CTE’s contracted marketing group
• Establish and nurture professional relationships within the Elgin community

Required for position:

• Google Docs and/or Microsoft Office experience
• Excellent Communication Skills
• Commitment to Equity, Diversity, and Inclusion
• Basic Accounting Skills
• Grant Writing experience

Preferred skills:

• Two years’ experience working for a non-profit
• Quickbooks experience
• Public speaking experience
• Spanish Speaking a huge plus

Other information:

The CTE Managing Director can be done in a hybrid environment or in office full time (Managing Director’s choice based on what works best for them).  A typical week would have at least one day a week in office due to the public nation of this role. The role is a salaried position and requires some work time to be outside of typical working hours (board meetings, DEI committee, shows, and occasional events).  With that said, even during weeks with work required outside of regular hours, the Managing Director is typically not required to work more than 40 hours a week.

Work/life balance is important and CTE wishes to support the Managing Director to have boundaries so they can recharge when outside of work.  The role includes a company cell phone.

Benefits: Health Insurance, seven paid holidays, two weeks of vacation, and four days of sick time per year.  Additional benefits vest after one full year of employment.