The Corporation of Massey Hall and Roy Thomson Hall is a registered charity that operates two of Toronto’s most iconic venues: Roy Thomson Hall and Allied Music Centre—home to legendary Massey Hall, TD Music Hall, Allied Music Centre Theatre, Deane Cameron Recording Studio, and more. Guided by a professional management team and volunteer Board of Governors, the Corporation is dedicated to enriching lives through the power of music. The Corporation is actively engaged in Artist Development and Education & Community Engagement initiatives as an investment in the next generation of artists and audiences.
We offer a compelling Total Rewards package that includes competitive base pay, eligibility for an annual incentive program, Defined Contribution Pension plan, comprehensive Group Benefits, generous time-off policies, and opportunities for ongoing professional development.
The Advancement Operations Associate enables the organization’s fundraising, membership, stewardship, and donor engagement activities through the accurate, secure, and effective management of donor and constituent data.
This role is responsible for gift and payment processing, donation entry, charitable tax receipting, donor acknowledgments, data auditing, financial reporting, and record management within our fundraising database, Tessitura. The position plays an important operational role in ensuring that donor, member, and constituent records are complete, current, well-documented, and coded consistently.
Working closely with the Advancement and Finance teams, the Advancement Operations Associate supports accurate reconciliation, reporting, and audit preparation. The role also helps connect fundraising, membership, event, and engagement data to provide a fuller picture of constituent relationships across the organization.
The ideal candidate brings strong attention to detail, sound judgment, confidentiality, technical proficiency, and a service-oriented approach. Through high-quality data management and reliable administrative support, the Advancement Operations Associate helps strengthen donor relationships, support informed decision-making, and contribute to the success of the organization’s advancement goals.
Key Responsibilities
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Accurately process and record incoming donations, pledges, memberships, and other payments in Tessitura, ensuring adherence to organizational policies, procedures, and data standards.
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Generate and distribute official charitable tax receipts in accordance with Canada Revenue Agency requirements and internal standards.
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Respond to donor, member, and internal inquiries related to donations, receipts, records, and acknowledgments in a timely and professional manner.
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Provide backup support for stewardship-related administrative activities, including phone and email inquiries.
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Enter and maintain accurate donor and member records in accordance with privacy, confidentiality, and data protection standards.
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Support moves management by ensuring donor interactions, cultivation activity, stewardship actions, and record updates are entered accurately and on time.
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Ensure consistent coding and documentation across fundraising, membership, event, ticketing, and engagement activities to support a fuller view of constituent relationships.
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Conduct regular audits of donor records, financial transactions, coding, and data fields to identify discrepancies, correct errors, and maintain data integrity.
Reporting, Reconciliation, and Campaign Support
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Generate reports, donor lists, segmentation, giving histories, campaign reports, and other data to support fundraising, membership, stewardship, campaign tracking, and donor engagement activities.
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Provide data and reporting support to help inform fundraising strategy, donor stewardship, campaign analysis, and decision-making.
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Work closely with Finance to support donation reconciliation, financial reporting, internal and external reporting, annual audit preparation, and audit requirements.
Collaboration, Systems and Operational Excellence
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Serve as a Tessitura resource for the Advancement team, supporting the team with database-related questions, reporting needs and effective use of the database and related tools.
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Collaborate with Advancement, Membership, Marketing, Finance, and Box Office teams to maintain accuracy of the database.
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Participate in Tessitura user groups, training, and professional development opportunities to maintain and strengthen systems knowledge.
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Develop process documentation and internal procedures to improve accuracy, and efficiency of donation processing, and database workflows.
Qualifications
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Post-secondary education in arts administration, nonprofit management, or a related field, or an equivalent combination of education and experience.
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2 to 3 years of experience in data administration, preferably within a fundraising or nonprofit environment.
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Demonstrated experience using Tessitura or a similar fundraising database.
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Strong accuracy, confidentiality, and attention to detail, particularly when handling sensitive financial data and donor information.
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Working knowledge of fundraising best practices, Canada Revenue Agency guidelines and Association of Fundraising Professionals Donor Bill of Rights and Code of Ethical Principles and Standards related to charitable tax receipting and donor acknowledgments.
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Excellent organizational and time management skills, with the ability to manage multiple priorities and meet deadlines.
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Strong written and verbal communication skills.
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Proficiency in Microsoft Excel including familiarity with VBA macros and SQL.
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Strong analytical and problem-solving skills with a critical, solution-oriented mindset.
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Demonstrated ability to identify opportunities for efficiency and process improvement.
Core Competencies
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Execution & Accountability
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Financial & Business Acumen
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Operational Excellence & Process Management
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Collaboration & Cross-Functional Partnership
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Communication & Service Orientation
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Adaptability & Problem Solving
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Confidentiality and Ethical Judgement
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Industry Awareness & External Engagement
Work Conditions
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Manual dexterity required to use desktop computer and peripherals.
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Interacts regularly with internal and external colleagues, members and donors by telephone, email, and in-person meetings.
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Willingness to work occasional evenings and weekends for performances, donor events, and stewardship activities.
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Travel between venues will be required on an ongoing basis.
Additional Information (if applicable): This is a hybrid role based in Toronto with a combination of remote work and on-site presence at Massey Hall, Roy Thomson Hall, and Allied Music Centre. Some evening and weekend availability will be required depending on event schedules.
