RFF

EXECUTIVE DIRECTOR

 

Position Summary: Under the general direction of the Board of Directors and in collaboration with the

Artistic Director, the Executive Director is responsible for managing Regina Folk

Festival (RFF) operations and services with a focus on organizational stability,

including fiscal management, fund development, governance, and ensuring

comprehensive policies and procedures.

 

Reports To: Board of Directors Adopted: June 7, 2023

Supervises: Finance Manager and/or Coordinator, Resource Development, Manager and/or Coordinator, Volunteer Manager and/or Coordinator

 

 

 

 

The ideal Executive Director will possess:

·         Progressive leadership skills that align with RFF’s values of accessibility/inclusivity, accountability, community engagement, collaboration, diversity, education/youth and children, environmental stewardship, good value, and honouring legacy.

·         A sound grounding in wise practices for nonprofit management.

·         Experience working with a Board of Directors and supervising staff, including the ability to foster an environment that supports and empowers volunteers and employees.

·         Understanding of progressive human resources practices.

·         A commitment to transparency, including ability to regularly communicate with the Board of Directors regarding new developments in the arts sector, especially as they relate to festivals.

·         Experience with being accountable to objectives outlined in a strategic plan.

·         Skills in managing core and project budgets, including proficiency in financial planning, projections, investments, and revenue diversification

·         Aptitude for fund development, including proficiency with grant writing, soliciting sponsorships,

and managing charitable donations.

·         Understanding of risk, crisis, and change management practices.

·         Comfort in being the voice of the organization internally and externally.

·         Commitment to a generative relationship with co-leadership and understanding of wise practice for co-leadership roles.

Duties & Responsibilities:

1. Advocacy and Leadership

a. Keep the Board of Directors informed of internal and external issues and developments

involving the sector that may affect the organization.

b. In collaboration with the Artistic Director:

i. Demonstrate an active and ongoing commitment to the Truth and Reconciliation

Committee of Canada’s (TRC) Calls to Action.

i. Develop, strengthen, and maintain healthy working and collaborative

relationships with Indigenous communities through engagement, dialogue,

networking, and partnerships.

ii. Represent the organization at community activities to enhance RFF’s community

profile and advocate for positive, community-minded systemic change in the arts

sector, especially as it relates to festivals. It is agreed that the Executive Director

will focus on advocacy that aligns with their focus on organizational stability.

iii. Foster mutually beneficial relationships with current and potential operational

stakeholders (including community groups, funders, elected and government

officials, and other community, Indigenous, and multicultural organizations) to

keep them informed of the work of the organization, identify urgent and

ongoing community need, and to advance the RFF’s goals.

 

2. Communications and Documentation

a. Oversee internal communications processes, including determining email standards,

shared filing procedures, and other workflow processes.

b. Ensure all personnel, client, donor, and volunteer files are stored securely and privacy

and confidentiality is protected.

c. Act as the final set of eyes on all internal communications pieces, ensuring adherence to

the organizational voice, House Style Guide, and alignment with brand standards.

d. Work with external contractors in support of RFF’s internal communications initiatives

(as applicable).

e. In collaboration with the Artistic Director:

 

i. Act as the spokesperson for the organization, with the support of the President.

It is agreed that the Executive Director will focus on communications that align

with their focus on organizational stability.

ii. Develop and maintain overarching communications guidelines such as the House

Style Guide and brand standards.

 

3. Financial Planning and Management

a. Work with the RFF staff team and Board of Directors to prepare and manage a

comprehensive annual operating budget including, but not limited to:

i. preparing an annual budget for approval in advance of each fiscal year;

ii. preparing ongoing budget revisions for approval (as needed);

iii. monitoring monthly cash flow;

iv. administering the organization's funds according to the approved budget

including approving all expenditures within the authority delegated by the Board

of Directors;

v. providing the Board of Directors with comprehensive reports on revenues and

expenditures at each scheduled board meeting by providing (at minimum) an

up-to-date:

1. Balance Sheet;

2. Profit and Loss report;

3. Cheque Detail report;

4. Budget with (with actuals to-date and realistic projections).

b. In collaboration with the Finance Manager and/or external bookkeeper, ensure that

sound bookkeeping and accounting procedures are adhered to. This includes, but is not

limited to:

i. inputting monthly accounting data into the RFF QuickBooks account;

ii. overseeing accounts payable and accounts receivable;

iii. receiving and making deposits;

iv. writing cheques (when provided with appropriate documentation);

v. reconciling credit cards.

c. Ensure diligent financial filing in both digital and hard copy forms, as necessary for

adherence to internal financial processes and in preparation for the annual audit.

d. Provide support for the Artistic Director’s management of contracted artists by:

i. Track information related to artists’ financial details (payments, waivers, GST).

ii. Prepare and submit to the Canada Revenue Agency, reports on all foreign artist

payments.

iii. Purchase foreign currency (as needed).

e. Sit on the Finance and Audit Committee with representatives from the Board of

Directors and community.

 

4. Fund Development

a. Commit to timely completion of funding application drafts, which will be provided to the

Artistic Director for feedback and review.

b. Stay up to date on new funding opportunities.

c. In collaboration with the Resource Development Manager:

i. Build and support the objectives outlined in the organization’s Fund

Development Plan, including managing all of RFF’s fundraising initiatives.

ii. Take responsibility for all public funding relationships, including writing

applications and reports, and managing grant funding per the approved annual

budget.

iii. Stay up to date and knowledgeable on current CRA guidelines regarding private

and corporate donations.

iv. Prepare and submit the RFF T3010 Registered Charity Information Return.

v. Ensure proper financial management of fundraising efforts, including

establishing processes for accepting cash donations and providing charitable tax

receipts.

vi. Follow AFP code of ethical standards by practicing donor-and-sponsor-centered,

ethical philanthropy in all aspects of the organization’s work.

 

5. Human Resources Planning and Management

a. Oversee the development and implementation of human resources policies, procedures,

and practices.

b. Oversee the development of performance management process for all staff, including

maintaining annual review templates and ensuring these reviews occur as mandated per

RFF personnel policies.

c. Spearhead OHS initiatives and ensure appropriate oversight in line with Saskatchewan

Workplace Standards.

d. Directly supervise the Resource Development Manager, Finance Coordinator, and

Volunteer Coordinator, including:

i. recruiting, interviewing, and hiring staff into these positions who have the

required technical and interpersonal skills to advance the organization's mission;

ii. managing onboarding processes for these positions;

iii. facilitating regular check-ins and performance management;

iv. overseeing disciplinary action (as needed) by observing disciplinary procedures

as outlined in RFF personnel policies;

v. terminating these staff when needed using legally defensible procedures as

outlined in RFF personnel policies.

e. In collaboration with the Artistic Director:

i. Establish a positive, healthy, and safe work environment.

 

ii. Oversee the implementation of human resources policies, procedures, and

practices.

iii. Administrate regular staff meetings.

 

6. Nonprofit Planning and Management

a. As part of bi-monthly board meeting materials, provide written reports to the Board of

Directors on all initiatives as they relate to the duties and responsibilities outlined in the

Executive Director job description.

b. In collaboration with the Board President, support bi-monthly board meetings through

the preparation and distribution of meeting materials.

c. Prioritize effective team building with the organization’s staff and Board of Directors.

d. Maintain an up-to-date operational plan and Operations Manual.

e. Work closely with the Board of Directors to develop and implement sound organizational

policies and procedures as approved by the Board of Directors.

f. Sit on the Nominations Committee with representatives from the Board of Directors and

community.

g. Sit on the Policy Committee with representatives from the Board of Directors and

community.

h. Sit on Ad Hoc Committees with representatives from the Board of Directors and

community (as needed).

i. In collaboration with the Artistic Director:

i. Be accountable to the organization’s values and ensure decisions are made with

reference to those values.

ii. Oversee the efficient and effective day-to-day operations of the organization,

including coming to consensus on communicating joint leadership decisions and

completing an ongoing assessment of operational priorities such as analyzing

operations and adapting plans according to organizational capacity.

iii. With the staff and Board of Directors, develop a strategic plan every three to five

years and be accountable to meeting the objectives outlined within.

iv. Sit on the Executive Committee with the President, Vice-President, Treasurer,

and Secretary.

 

7. Programming

a. Provide necessary support for the world-class summer festival (including daytime,

Mainstage, and After Party events) through a focus on leading accessibility,

accountability, and health and safety initiatives, as well as oversight of financial and

resource management procedures. This support includes, but is not limited to:

i. Managing the planning of all finance-related areas of the summer festival

including:

 

1. Supervising the volunteer Festival Support Team including recruiting

Festival Support Team Leaders.

2. Developing and overseeing all systems related to the Festival Support

tent, Beer Gardens, Beer Gardens Ticket Sales, Arts Market and Food

Court, Merchandise tent, and box office, and taking leadership in

managing these areas.

3. Preparing daily and post-festival sales reports for all Festival areas.

4. Preparing and/or securing cash floats, cash boxes, Interac machines,

tracking sheets, drink tickets, and wristbands for Beer Garden Ticket

Sales.

 

ii. Be on-call to assist as needed during festival set-up and tear-down, and the

weekend festival event.

iii. In collaboration with Finance employees:

1. Recruit all festival vendors (ie. Arts Market and Food Court).

2. Oversee box office reconciliation and liaison with the RFF ticket service

provider.

 

8. Risk Management

a. Ensure that the Board of Directors and the organization carries appropriate and

adequate insurance coverage.

b. Ensure that the Board of Directors and staff understand the terms, conditions, and

limitations of the insurance coverage.

c. In collaboration with the Artistic Director:

i. Identify and evaluate the risks to RFF as they relate to property, finances,

goodwill, and image, and implement measures to control risks.

 

The Executive Director shall be managed per all relevant RFF policies. These policies include detail on

compensation (including pay, benefits, vacation, and sick time), hours of work, access to professional

development support, and other details pertaining to the management of RFF employees.

Minimum Requirements:

·         Extensive experience in nonprofit organizations, with priority given to those with demonstrated understanding of the Canadian festivals sector.

·         A minimum of five years relevant nonprofit experience in a senior leadership role and  a demonstration of progressive management responsibilities.

 

Salary to Start at $70,200

 

Candidates are asked to provide a single PDF submission of a cover letter and resume sent via email to risa@reginafolkfestival.com

 

In their cover letter, applicants should speak to their suitability in relation to the duties and responsibilities outlined in the Executive Director Job Description. A failure to do so will result in the candidate being at a disadvantage upon review against the hiring metric.