Executive Coordinator

Company Overview

Western Canada Theatre tells our stories on the traditional & unceded territory of Tk’emlúps te Secwépemc, whose people are the traditional stewards of this land. 

Since 1975, Western Canada Theatre has been producing innovative, entertaining, and educational theatre for audiences in Kamloops, throughout BC’s Southern Interior, and across Canada. We have grown into one of the largest producing theatres in BC and have had a remarkable impact on the national theatre landscape: producing premieres of important new Canadian and Indigenous work, training some of Canada’s finest theatre professionals, and showcasing our work and our artists across the country through touring and co-productions.  We manage & operate the 700-seat Sagebrush Theatre, the 150-seat flexible configuration Pavilion Theatre, & Kelson Hall Centre for Arts & Education.  For more information, please visit us at wctlive.ca 

Job Description

Job Description 

Title: Executive Coordinator 

Reports To: Executive Director (ED) 

Position Summary 

Western Canada Theatre is seeking a highly organized, detail-oriented, and proactive Executive Coordinator to support the Executive Director and senior leadership team. This pivotal role acts as a key connector across departments and ensures the smooth operation of administrative, HR, board, and project functions. The Executive Coordinator is responsible for both independent tasks and cross-departmental collaboration, contributing to WCT’s efficient, professional, and positive workplace culture. 

Key Responsibilities 

Executive Support 

• Provide high-level administrative support to the Executive Director, including calendar management, email correspondence, and meeting preparation. 

• Assist with high-level planning, budgeting, reconciliations, grant writing, and reporting. 

• Create workback schedules and planning documents for strategic projects and organizational timelines. 

Human Resources Administration 

• Coordinate onboarding and offboarding for employees, contractors, and artists. 

• Maintain HR files and liaise with payroll/benefits contacts as required. 

• Support the development and implementation of workplace policies and procedures. 

Board Liaison 

• Serve as a primary point of contact for the Board of Directors. 

• Coordinate board and committee meetings, prepare and distribute meeting packages, and maintain accurate records and minutes. 

Internal Communications & Team Coordination 

• Lead the scheduling and planning of team meetings and all-staff gatherings. 

• Organize and plan staff events, retreats, and social gatherings. 

• Contribute to the ongoing development of a supportive and respectful workplace culture. 

IT Liaison 

• Act as the internal liaison with WCT’s external IT provider. 

• Help coordinate IT support requests and manage basic tech troubleshooting for staff. 

Cross-Departmental Administrative Support 

• Provide occasional administrative support to departments including Production, Education & Outreach, Development, Facilities, and Finance. 

• Help ensure interdepartmental communication and alignment on timelines and deliverables. 

Qualifications 

• Minimum 3 years of experience in an administrative or coordination role, ideally in a not-for-profit or arts organization. 

• Exceptional organizational skills and attention to detail. 

• Strong interpersonal and communication skills. 

• Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and comfort learning new systems. 

• Experience with financial documentation, reporting, or grant writing is an asset. 

• Ability to handle confidential and sensitive information with discretion. 

• Self-motivated and able to work both independently and collaboratively.