Hiring - General Manager Service Provider

Upstream Hiring. Deadline May 15.
General Manager Services Provider

Upstream Music AssociationFor over 34 years, the Upstream Music Association has been composing and improvising experimental music. We present festivals, convene diverse ensembles, offer workshops and produce on-line experiences in Halifax, Nova Scotia, Canada. Upstream Music Association is a registered charity, is governed by a volunteer Board of Directors and receives municipal, provincial and federal grant funding.

Description Of Opportunity

Upstream Music Association is looking for a service provider to provide General Manager services on an independent contractor basis.

Overview of the responsibilities of the Service Provider.

The General Manager (GM) service provider is responsible to provide services of overall administration, financial management, and operational oversight to ensure the smooth and successful functioning of Upstream Music. The GM service provider will collaborate closely with the Artistic Director to support season programming and festival preparation while working with the Board of Directors to fulfill governance responsibilities. These GM services also encompass financial stewardship, strategic planning, marketing, and event coordination to achieve the organization’s mission and vision.

General Information

Location of Services: Halifax, NS

Work Environment: Remote, flexible. Candidates must have access to their own workspace to work remotely. On-site for all events, which includes preparation, execution and follow-up. Meetings will be held both in-person and remotely.

Services commencement date: July 1, 2025

Key Responsibilities

1. Financial Management

Prepare and manage the annual budget in collaboration with the Artistic Director, presenting it for Board approval.

Provide regular updates on budgets and financial health to the Board.

Manage bookkeeping duties, annual audits, and year-end file preparation, liaising with the accounting firm as needed.

Manage all regulatory filings, T4s, T4As, and registered charity documents

Explore alternative funding sources such as grants, corporate sponsorships, and donations.

Lead fundraising efforts.

2. Administration

Maintain Societies Act requirements

Manage Upstream email and phone correspondence, ensuring bills are paid and responses are sent in a timely manner.

Maintain accurate records of invoices, expenses, and income.

Order and distribute music scores and parts if necessary, including any performing rights payments.

Regular reporting and payment of SOCAN fees.

Arrange for design and printing of Upstream documents as needed (programs, posters, brochures, etc.).

Handle artist contracts, including negotiating accommodations and transportation when applicable.

3. Governance & Leadership

Support the Board of Directors in their governance and fiduciary responsibilities, including but not limited to: preparation for monthly meetings, Annual General Meeting (meeting minutes, meeting agenda, AGM Notice of Meeting), as required

maintenance of governance records (Directors terms, signing officers)

filing updates for Province of Nova Scotia Incorporation compliance

filing updates to Canada Revenue Agency for registered charitable status Foster strong relationships between the Board, Artistic Director, funders, sponsors, and other stakeholders.

4. Grant Writing & Reporting

Collaborate with the Artistic Director to prepare and submit grant applications, working closely with on content and budgets.

Ensure all grant conditions, deadlines, and final reporting requirements are met.

Research and pursue new grant opportunities to support organizational growth.

5. Marketing & Public Relations

Collaborate with the Artistic Director to create and implement marketing and communication strategies.

Manage the production and distribution of marketing materials (posters, event guides, web copy, etc.).

Maintain the organization’s online presence, including website updates and social media activity.

Engage local press and media for coverage of events and initiatives.

6. Event Coordination

Oversee the planning and execution of events, including booking venues, managing volunteers, and coordinating logistics.

Support the Artistic Director in event planning, including timelines for advertising, artist contracts, and hospitality arrangements.

Oversee the box office for all Upstream events including booking volunteers, ticket sales, and preparation and maintenance of the float, cash boxes, and credit card payments.

Compensation

$4,000 paid quarterly ($16,000/year) inclusive of any applicable taxes.

This is a year-round contract consisting of approximately 10 hours of services per week. Peak times will be provided to prospective service providers, prior to interviews.

This opportunity is for a self-employed independent contractor.

Qualifications and Experience Required

Proven experience in arts management, event coordination, or nonprofit administration.

Strong financial acumen, including budgeting, bookkeeping, and grant management.

Excellent organizational skills and attention to detail.

Proficiency in office software and familiarity with social media platforms.

Outstanding communication and interpersonal skills.

Ability to work collaboratively with a variety of stakeholders.

Passion for arts and culture, with an understanding of the unique needs of arts organizations.

English and French fluency is an asset.

Solicitation/Application Process

Candidates should provide a resume/CV and cover letter. Applications will be reviewed by the Board’s Service Provider Selection Committee.

Deadline: May 15, 2025Method: Send an e-mail to [email protected] using the subject heading “GM Service Provider Application”, attention: Gay Hauser

Interviews: anticipated from June 9-20, 2025

Only shortlisted applicants will be notified. Interviews will be flexible (e.g. different interview formats, times, location, remote option)

Service Provider Engagement Values

Upstream Music values pluralism, safety, openness, and integrity. We encourage applications from all qualified service providers. Upstream Music value diverse backgrounds, experience, and viewpoints.