Description
Cantate Carlisle
Board and Marketing Support Responsibilities
Under the direction of the Board President, Artistic Director, and the Board of Directors, the Board & Marketing Support person is responsible for day-to-day administrative operations, board support, marketing/PR, and event coordination to advance Cantate Carlisle’s mission and visibility. This role combines governance support with hands-on marketing and event execution, ensuring concerts and special events run smoothly and that Cantate remains a visible, respected arts partner in the community.
Requirements
KEY RESPONSIBILITIES AND DELIVERABLES:
Board Support and Governance
Serve as an ex-officio (non-voting) member of the Board of Directors
In cooperation with the Board President, prepare meeting agendas and compile/distribute supportive documents in advance
Track follow-up actions and ensure timely implementation of Board directives
Present a concise monthly activity report to the Board
Maintain an annual calendar of board and organizational deadlines; coordinate task assignments with Board members
Support committee work; attend all committee meetings, take minutes, and follow up on assigned actions
Assist the Board with long-range strategic planning and implementation of agreed initiatives
Maintain and update bylaws & governing documents. Ensure bylaws are current, track required amendments, and coordinate approval processes.
Maintain key governance policies (conflict of interest, whistleblower, document retention, gift acceptance, compensation, nondiscrimination, etc) and collect required annual disclosures (e.g., conflict-of-interest forms)
General Administration:
Maintain office records: contracts, agreements, meeting minutes, contact lists, vendor information
Ensure compliance with all licensing, insurance and other regulatory requirements (notify Board of upcoming renewals)
Manage association/ensemble relationships and recommend best practices based on sector trends
Recruit and coordinate volunteer efforts with support from the Board’s Volunteer Coordinator
Maintain office records, including contracts, agreement and meeting minutes
Financial
Support basic bookkeeping coordination (work with treasurer/bookkeeper) and ensure documentation for financial reporting
Work within approved budget guidelines and help monitor spending to support a healthy financial position
Support identification and pursuit of funding sources (grants, sponsorships, individual donors)
Develop and execute an annual giving campaign (mail/email) and manage campaign mailings/communications
Marketing/PR
Position Cantate Carlisle as a respected community partner by proactively building relationships and representing the organization in the community
Craft and manage marketing messages, materials and PR opportunities to increase visibility and support
Secure sponsorships, track commitments, manage fulfillment (signage, mentions, program listings), and confirm recognition fulfillments after the event
Produce promotional assets (print and digital ads, event programs, flyers, etc..) in collaboration with the Artistic Director and Marketing Committee
Maintain and update the website and social media channels; schedule regular posts and monitor engagement
Track audience metrics and marketing ROI; provide a concert growth report after each event (attendance, basic audience demographics, channels that drove attendance)
Work toward agreed benchmarks for audience growth and donor engagement
Event and Concert Support
Manage the ticketing process: coordinate online sales, physical ticket distribution, and on-site box office operations (sales and collections)
Recruit and supervise concert volunteers; produce volunteer assignments and instructions
Oversee logistics and planning for concerts and special events (Gala) as directed by the Board
Act as on-site coordinator during concerts to ensure smooth operations (ushers, box office, hospitality, vendor coordination)
