What does the Executive Director do?
Written by Executive Director, Burgundy Hill
Through the mysterious haze surrounding the QCT Box Office, the age-old question remains… what do you do there? It’s easy to see our work on stage, but what happens on the admin side? And what does the Executive Director do?
Some volunteers might remember when QCT had a Managing Artistic Director, and one person did it all. Since those days, the position has been split into two (the Executive Director and the Artistic Director), and we’ve added more positions to our front office, including a marketing manager, box office manager, volunteer coordinator, and development coordinator. So, what does that mean for me? Today, I’m breaking it down for you.
For you theatre folks, my position is like the ultimate stage manager position: keeping schedules moving, sending a lot of communication, and making calls behind the scenes that the audience probably isn’t even aware of. It’s my job to have a 20,000-foot view of the organization. To make sure everyone is moving on time and in the right direction. But what does that mean on a day-to-day level?
Let’s start with the things that must be done to keep the business operational. For QCT, I am the HR person, the accountant, the payroll specialist, and the benefits coordinator for our staff of eight. I ensure our bills and people get paid. I am also the creator and keeper of our annual budget. Since the box office is where a lot of our business happens, my work naturally bleeds into our ticketing system. While it isn’t as glamorous as the work we do on stage, I do love a good spreadsheet.
I also work closely with our Board of Directors. QCT’s board is a governing body, meaning they work primarily on long-term strategies, monitor progress on things like our strategic plan, and provide guidance on legal and financial issues. Our staff bridge the gap for day-to-day operations. I act as a liaison between the two, ultimately responsible for staff management.
Functionally, what does that mean? Well, for starters, there are a lot of meetings and check-ins. Our board meets monthly, and several committees meet quarterly or monthly. Our staff meets weekly. Our production teams meet weekly. And I usually do a quick one-on-one check-in with each staff member weekly. These conversations allow me to know what’s happening in every part of the organization, problem-solve as things come up, ensure everyone has the resources they need to work effectively and keep that 20,000-foot view to ensure we are all moving in the same direction.
On top of that, fundraising and community advocacy are a big part of what I do. My background is in marketing and fundraising, and a lot of my work falls into those areas. I help Justin and Pichi create long-term fundraising and marketing strategies and try to support where I can. On a day-to-day level, that may mean taking rehearsal photos, designing/laying out our sponsorship packet, scheduling sponsorship meetings, and pulling together content for marketing projects like the season brochure.
I am also the one primarily responsible for the maintenance of our facilities. If something breaks, I will coordinate its repair. I oversee budgets and schedules for significant upgrades, contact vendors, and work closely with Justin to find grant funding.
What does the typical day look like? That can vary greatly, depending on what we have on the schedule that day. I may be an extra set of hands for our box office or front-of-house team. I may be working on a budget, tracking down the OLC to repair a faucet, attending a production meeting, or speaking at Rotary. I may be coordinating housing for a guest designer or proofing the season brochure. As I’m sure you can imagine, it’s a lot of balancing the short-term and the long-term. On any given day, I am trying to meet the needs of that day while also trying to prepare for our next show and our next season while setting the organization up for success for the next decade.
There may not be a typical day, but it is usually a lot of fun. The work we do is important and makes a lasting impact on our community. It is a privilege to be able to support that and work with our incredible staff, board, and volunteer base to make it all happen.