Reports to: Co-Founder and Artistic Director
Works closely with: General Manager, Board of Directors
Status: Part-time Contract - 60% FTE (3 days a week)
Location: Hybrid
Compensation: $40,000 - $50,000
About Coal Mine Theatre
Coal Mine Theatre, founded in 2015 by Diana Bentley and Ted Dykstra, is one of Toronto’s most acclaimed theatres. It presents award-winning scripts from Canada and around the world in an intimate, flexible black-box space on the Danforth, with well-known and up-and-coming artists. Its shows often sell out and get extended runs, and it has earned 60 Dora Mavor Award nominations (13 wins) and 9 Toronto Theatre Critics Awards. Known for excellence, risk-taking, and “mini theatre, massive talent,” Coal Mine has grown quickly and is now building the people, systems, and practices to sustain its success. Fundraising has been led personally by Ted Dykstra, the Artistic Director. As Coal Mine’s first dedicated fundraising role, the Development Officer will work closely with Ted to both raise funds and steward donors.
Position Summary
The Development Officer will assist in building and running a professional, donor-centred fundraising program, including 1) renewing and growing annual giving; 2) supporting the Artistic Director in securing major gifts tied to enhanced programming and the strategic plan; 3) and designing a stewardship plan that makes every donor feel valued and informed about the impact of their support. This is a hands-on role for someone who is as comfortable writing a thoughtful thank-you note as sitting in a major donor meeting.
Key Responsibilities
1. Annual Giving (approx. 40%)
- Plan and run the annual giving program, including the annual appeal, season-launch and year-end campaigns, and Wall of Fame recognition levels
- Renewal: manage a donor renewal calendar and personalized renewal outreach, with particular attention to the loyal core of multi-year donors
- Win-back: design and run campaigns to re-engage lapsed donors, referencing the productions and moments that first connected them to Coal Mine
- Acquisition: convert subscribers, ticket buyers, and neighbourhood patrons into first-time donors through segmented, data-informed appeals, and events such as the Salon, and in-theatre and digital asks
- Write and coordinate appeal copy, email, and social media content in partnership with marketing
- Work with the Artistic Director and the Board to set annual giving goals and track renewal rate, average gift, upgrade, and acquisition results, with quarterly reporting
2. Major Gifts (approx. 35%)
- Support the Artistic Director in identifying, qualifying, cultivating, soliciting, and closing major gifts that advance enhanced programming and the priorities of the strategic plan
- Maintain a managed pipeline of major gift prospects using moves management, including prospect research, assigned solicitors, and solicitation plans
- Prepare briefing notes, proposals, and pledge agreements; attend donor meetings and calls alongside the Artistic Director and Board members as needed
- Develop and refine the Case for Support and funding priorities, tailoring materials for individual donors and prospects
- Identify upgrade opportunities within the existing donor base and partner with Board members on introductions and peer-to-peer asks
3. Donor Stewardship (approx. 20%)
- Develop and implement a comprehensive stewardship plan for all annual and major donors, with clear tiers, timelines, and ad-hoc responsibilities for the Artistic Director, Board members, and General Manager
- Communication: create deliberate, personal touchpoints throughout the year, including prompt, personalized thank-you letters, calls, and updates from artists and the Artistic Director
- In-person engagement: donor meetings, behind-the-scenes opportunities, rehearsal and artist access, and a donor event calendar
- Recognition: manage the Wall of Fame program and website acknowledgment, and recognition in line with the theatre’s policies and donor wishes
- Impact reporting: produce an annual report to donors showing how their giving made a meaningful difference at the theatre
- Track stewardship activity so no donor is missed, and measure retention and donor satisfaction
4. Operations and Administration (approx. 5%)
- Maintain accurate donor records in the donor database, following data entry standards, and ensure timely, compliant tax receipting and gift processing
- Support grant and sponsorship efforts as capacity allows, and help the Board and Artistic Director with fundraising events
- Contribute to fundraising policies, including gift acceptance and donor recognition
Qualifications
Required
- Three or more years of experience in fundraising or development, ideally in the arts or another non-profit setting
- Demonstrated success in annual giving, including renewal, acquisition, and lapsed donor work
- Experience supporting major gift solicitation or comfort building toward it, with a strong, relationship-first approach
- Excellent writing and communication skills, with an ability to tell a compelling story about the work on stage
- Proficiency with a donor database or CRM and enthusiasm for helping implement an integrated ticketing and fundraising systemHas an entrepreneurial mindset, takes initiative and is a self-starter
- Strong work ethic and willingness to become immersed in the life of the theatre
- Strong organization, attention to detail, and the ability to manage many donors and deadlines independently
- Discretion and professionalism with confidential donor information
- Availability for some evenings and weekends, as needed, including performances and donor events
- Other duties, as assigned
Valued
- A love of theatre and an understanding of the Toronto arts community
- Knowledge of CRA charitable receipting rules
- CFRE certification or a willingness to pursue it
- Experience with prospect research and moves management
- Community connections that help broaden Coal Mine’s donor base
What We Offer
- The chance to build a development program from the ground up at one of Toronto’s most admired small theatres
- Close collaboration with the Artistic Director, Board, and a passionate community of donors and artists
- 60% FTE - 3 days a week - hybrid work; salary range of $40,000 - $50,000 for 3 days a week
How to Apply
Please send a resume and a cover letter describing why you are interested in this role and a fundraising success you are proud of to submissions@coalminetheatre.com by November 25. We thank all applicants; only those selected for an interview will be contacted.
Coal Mine Theatre commits to presenting artists and stories that reflect Toronto’s diverse communities, and to creating opportunities for historically underrepresented and marginalized people. It believes the best art comes from a range of backgrounds and perspectives.
The theatre will:
- Keep its stage and workplace welcoming, with no discrimination and with hiring and casting based on merit.
- Widen recruitment, mentorship and training, and pursue funding that expands access.
- Improve venue accessibility and reach more diverse audiences.
- Regularly review the diversity of its team, Board and programming.
