VOS IS HIRING!

This is an on-site position at our VOS Hall in Esquimalt, approximately 20 hours per week at $30 per hour. We’re looking for someone who is organized, reliable and personable, with strong administrative and communication skills and the ability to work effectively with our Board, production teams, volunteers and members.

The deadline to apply is October 15, 2026. Interested applicants should send their resumes with cover letter to hr@victoriaonstage.ca.

VICTORIA ON STAGE MUSICAL THEATRE SOCIETY (VOS)

VOS is currently seeking a part-time Executive Administrator to provide day-to-day administrative support to the Society and its Board of Directors.

EXECUTIVE ADMINISTRATOR

Part-Time | 20 Hours per Week | $30 per Hour
Victoria On Stage Musical Theatre Society (VOS) is a volunteer-driven community musical theatre organization with a long history of producing high-quality musical theatre in Victoria.

We are seeking an organized, reliable and personable Executive Administrator to provide day-to-day administrative support to the Society and its Board of Directors. This is an on-site position based at our facility in Esquimalt.

This is a part-time administrative position, approximately 20 hours per week. The successful candidate will help keep VOS’s administrative operations organized and running smoothly, while working closely with the President, Treasurer, Board members, production teams and volunteers.

KEY RESPONSIBILITIES
Administrative Support

  • Serve as a primary administrative contact for routine inquiries to VOS.
  • Maintain accurate organizational records, documents, files, calendars, schedules and administrative deadlines, including digital filing and document systems.
  • Prepare and distribute routine correspondence and administrative communications.
  • Attend monthly Board meetings as required to provide administrative support.
  • Track Board decisions, action items, deadlines and follow-up requirements.
  • Assist the President and Board with general administrative tasks and projects.
  • Maintain office supplies and coordinate routine office administrative needs.
  • Perform other administrative and organizational duties as required to support the effective operation of the Society.

Financial Administration
Working within VOS’s established financial policies and procedures:

  • Receive and organize invoices, receipts and other financial documentation.
  • Process routine payments for approval and submission.
  • Issue invoices for approved rental or other revenue activities.

Membership & Volunteer Administration

  • Maintain VOS membership records and databases.
  • Assist with member communications and distribution lists.
  • Respond to routine member inquiries or direct inquiries to the appropriate volunteer/Board representative.
  • Maintain volunteer and contact information as required.
  • Provide administrative support for volunteer events and activities.

Facility & Rental Administration

  • Coordinate the routine administrative aspects of approved hall rentals, including scheduling and communication with renters and VOS representatives.
  • Maintain facility and rental records, calendars and documentation.
  • Maintain records relating to facility access, keys, security and equipment.

Production Administrative Support

  • Provide administrative assistance to VOS production teams when requested.
  • Maintain production-related administrative records.
  • Provide administrative support for auditions, school preview bookings and other approved production activities.

Communications

  • Draft and distribute routine organizational emails and notices.
  • Assist with newsletters and member communications.
  • Maintain current organizational contact information and communications lists.
  • Ensure routine communications are professional, accurate and consistent with information approved by the Board or appropriate volunteer leadership.

REPORTING & AUTHORITY
The Executive Administrator reports to the Board of Directors through the President or another Board-designated representative.
The position carries out authorized administrative duties and does not have independent authority over governance, personnel, artistic, production or policy decisions. Matters outside the scope of delegated authority are referred to the President, Board or appropriate Board representative.

QUALIFICATIONS & SKILLS
Required

  • Strong organizational and administrative skills.
  • Excellent written and verbal communication skills.
  • Strong attention to detail and accuracy.
  • Ability to manage multiple tasks and deadlines.
  • Proficiency with common office software and digital tools.
  • Experience maintaining records, databases and electronic files.
  • Ability to work independently, take initiative and manage priorities with limited day-to-day supervision.
  • Professionalism, discretion and respect for confidential information.
  • Demonstrated initiative and ability to work independently, while also being receptive to direction, feedback and changing priorities.

Assets

  • Experience working in a non-profit or volunteer organization.
  • Experience with QuickBooks or similar financial software.
  • Experience with Google Workspace.
  • Experience working in the performing arts or theatre.

THE IDEAL CANDIDATE
We are looking for someone who is organized, dependable, practical and approachable, and who enjoys working with volunteers in a community theatre environment.
As VOS’s sole employee, the Executive Administrator works independently, with direction and priorities established by the President and Board. The successful candidate will be self-motivated, comfortable managing their own workload, following established procedures and taking initiative on routine matters, while recognizing when direction or approval is required.
A genuine interest in community theatre and the work of VOS is an asset.

HOURS & COMPENSATION
Position: Executive Administrator
Hours: Approximately 20 hours per week
Rate: $30 per hour

Schedule: To be established in consultation with the successful candidate, with regular availability during VOS’s normal business hours required. Occasional evening or weekend hours may be required for specific VOS meetings or events, with advance notice. On occasion, hours may be adjusted within the schedule (flex) or additional hours may be worked and paid.

VOS is committed to maintaining a respectful, inclusive and welcoming environment for members, volunteers, employees and community partners.