Office Manager – Choirs Ontario

Posted 1 month ago



Choirs Ontario is currently seeking an Office Manager for our organization. (See PDF version here)

The Office Manager will effectively and efficiently perform a number of diverse tasks with enthusiasm, professionalism, and creative initiative whilst working independently. Due to the multifaceted nature of this position, the responsibilities of the Office Manager will be divided into the following categories:

Communication – 40%

  • Conduct official correspondence on behalf of, or jointly with the Board of Directors;
  • Maintain regular correspondence with the Choirs Ontario membership ensuring that important information is regularly communicated such as major events, award applications, and membership renewal;
  • Promptly process membership renewals and correspond with new members;
  • Respond to general inquiries through the office telephone and toll-free telephone line;
  • Receive and respond to daily correspondence via mail or e-mail. Receive and send all officerelated hard surface mail. Forward correspondence to the appropriate personnel or volunteers for attention;
  • With oversight of the Board, develop/schedule social media posts on Facebook, Twitter, and other social networking;
  • Prepare and publish regular e-newsletters to members and supporters;
  • Working with the Dynamic Editor, supervise its quarterly creation and publication, maintaining advertised deadlines;
  • Assist webmaster in updating Choirs Ontario website information;
  • Represent Choirs Ontario at the national choral federation, Choral Canada, and at community activities to enhance community profile;
    Other tasks, as assigned.

Office Operations – 20%


  • Maintain office files including financial records, Board minutes, publications, computer files, photos and other records and archives of the organization, including back-up of computer files;
  • Assist with the preparation of notice of members meetings and agendas;
  • Attend Board meetings, conferences, and training as required;
  • Recommend staffing requirements to the Board for improved organizational management and program delivery;
  • Establish a positive, healthy and safe work environment in accordance with all appropriate legislation and regulations;
  • Where applicable, recruit, interview and select staff in partnership with the board;
  • When appropriate, train new staff members;
  • Recruit and train volunteers;
  • Perform other administrative tasks as assigned by the Board of Directors.


  • Consult regularly with the Treasurer and accountants, as needed, as new initiatives are undertaken, and once a year with the Auditor, to ensure finances are in order.

Development – 20%

  • In consultation with and assistance from the Executive Committee, write and submit all government funding proposals;
  • Retain, cultivate, and expand membership;
  • Manage annual direct mail campaigns including mail-merge, receiving donations, and providing tax receipts and thank you letters;
  • With the support of the Board, actively steward relationships with members and donors;
  • Represent Choirs Ontario and build new relationships with other like-minded arts service organizations;
  • Other tasks, as assigned.

Programming – 20%

  • Collaborate with the Board to organize, implement and evaluate planned programs and services;
  • Investigate and seek out new collaborative projects/programs to better serve our membership;
  • At the discretion of the Board, serve as the event manager for select programming;
  • Other tasks, as assigned.

At Choirs Ontario, we recognize the diversity of experiences that make an excellent candidate for this position. Below is a list of ‘great-to-haves’ for this position: we strongly urge you to apply if you bring to the table any of the following traits:

  • A track record in stakeholder management, including membership retention, administrative duties, bookkeeping, website maintenance, social media/content creation, and/or office management;
  • A passion for the choral music ecosystem in Ontario;
  • An ability to work independently and efficiently;
  • Clear verbal and written communication skills;
  • Experience in fundraising campaigns and grant applications, with particular focus on the not-forprofit sector;
  • An awareness of the governmental and political structure that supports choral arts in Ontario;
  • Familiarity with event management, program development and willingness to take on whatever tasks are required to drive success; and
  • A passion for problem-solving, creativity, and innovation.

At Choirs Ontario, we value and seek to actively involve the full range of what makes people unique in order to create a strong and innovative organisation and choral music sector where amazing people thrive. We strongly encourage applications from Indigenous peoples, people of colour, people with disabilities, people from all gender and sexually diverse communities and people with intersectional identities.

Choirs Ontario is also committed to providing accommodations throughout the interview and employment process. If you require an accommodation, we will work with you to meet your needs.

To apply for this position, please send a CV and cover letter explaining why you are the ideal candidate to by Friday, January 29. 2021. Be sure to also include a notable experience with choral music in Ontario, be it your favourite piece, memory, choir, or anything else you can think of, in your letter. Applicants who inquire over the phone or without both documents will not be considered.

About Us

Choirs Ontario’s mission is to foster vibrant, inclusive and accessible choral communities by providing programs, services and resources; creating opportunities; and engaging Ontario’s diverse population in the transformative power of choral music.

Choirs Ontario offers a range of programs and resources, as well as networking and professional development opportunities, which help members build capacity, develop leadership and grow and diversify their audiences. Our goal is to raise profile and quality of choral music, support the choral community, and educate the next generation of choral artists and audiences.

Our programs support enhanced success for students and learners of all ages and abilities by creating community-based events and training programs that develop the skills and knowledge of choristers, conductors and administrators. These programs include the annual Ontario Youth Choir, Sing Ontario, Professional Development Grants, Choirs Ontario On the Road, and awards of excellence, including the President’s Leadership Award, and the Ruth Watson Henderson Composition Competition.

Job Features

Application Deadline:2021-01-29

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