Production & Project Manager
Art Canada Institute
- Toronto, Ontario, Canada
- Toronto, Ontario, Canada
Über
Position Type: Full-time
Position Description
The Art Canada Institute (ACI) is a national, not-for-profit organization dedicated to making Canadian art history a contemporary multi-vocal conversation. We promote the study of an inclusive Canadian art history to as broad an audience as possible, within Canada and internationally.
The Production & Project Manager plays a critical, cross-organizational role at the Art Canada Institute, responsible for planning, coordinating, and delivering multiple concurrent projects on time and on budget.
This newly created role oversees project management across ACI's core publishing work, both online and print art book production, as well as organization-wide initiatives including public programming, events, program launches, annual reporting, and the production and distribution of ACI's 365 Days of Art calendar.
The ideal candidate is highly organized, systems-oriented, and comfortable managing complex timelines. They are skilled at translating detailed project activity into clear, visual reporting (charts and workback schedules) for senior leadership, ensuring visibility, accountability, and alignment across the organization.
Key Responsibilities
Book Publishing Production Management
Lead end-to-end project management for ACI's online and print art books, including:
Development of detailed project plans, timelines, and workback schedules
Coordination of internal teams and external contributors (editors, designers, printers, digital vendors, authors and partners)
Management of production schedules which involve long-term planning, multiple stakeholders, and overlapping timelines.
Monitoring of deliverables, dependencies and milestones to ensure timely completion
Develop and maintain detailed, realistic workback schedules that reflect ACI's editorial process, including:
Author research, writing and revision periods
Editorial review and developmental editing
Copy editing and peer review
Proofreading, corrections and final approvals
Coordinate closely with authors (often academics, curators, or researchers) whose availability and writing timelines may vary, building flexibility into schedules while maintaining overall delivery targets.
Track manuscripts as they move through each stage of development, ensuring smooth handoffs between authors, editors, copy editors, proofreaders, designers and digital/print production and vendor partners.
Manage multiple titles at different stages of completion simultaneously, maintaining a clear overview of status, dependencies and upcoming milestones.
Maintain strong version control practices to ensure editorial accuracy and consistency across drafts, proofs, and final files.
Anticipate and manage delays related to revisions, approvals, or research updates, adjusting schedules as needed and clearly communicating impacts to Executive Director/leadership team.
Serve as the central coordination point between editorial, publishing, design and production teams to ensure timelines remain ontrack and expectations are clear.
Prepare clear, visual reporting for senior leadership, including key dates, charts, production timelines, and status updates to support planning, prioritization and decision-making.
Cross-Departmental Project Management
Manage and track projects across the organization beyond publishing, including:
Public programming
Donor and public events
Program and initiative launches
Annual report creation, production and distribution
365 Days of Art calendar production and distribution
Maintain a centralized view of all active and upcoming projects to identify risks, overlaps and capacity constraints.
Develop and maintain clear, realistic workback schedules for all major initiatives.
Implement and refine project management systems and tools that support transparency and accountability.
Proactively identify risks to timelines or deliverables and recommend mitigation strategies.
Reporting & Leadership Team Communication
Prepare regular project status updates for leadership team, including:
Visual timeline charts with key dates and deliverables
Clear summary reports of progress, risks and upcoming milestones and deadlines
Translate complex project information into concise, accessible formats (word document) to support decision-making.
Ensure leadership team/Executive Director has a clear understanding of organizational workload, priorities and delivery status at all times.
Monitor and manage project budgets, track costs against forecasts, flag variances, and work with senior leadership to ensure projects are delivered within approved budgets.
Qualifications & Experience
Required
3-5+ years of experience in project management, production management or a related role, ideally within publishing, arts, culture or non-profit environments.
Demonstrated experience managing multiple concurrent projects with overlapping timelines.
Strong understanding of digital and/or print publishing workflows.
Proven ability to create and manage detailed timelines, workback schedules and project plans.
Advanced organizational skills with exceptional attention to detail.
Strong written and verbal communication skills.
Technical & Professional Skills
High level of comfort presenting information visually (charts).
Experience using project management tools (ex: Asana).
Ability to synthesize information quickly and report clearly to senior leadership.
Confidence working with cross-functional teams and senior stakeholders.
Exceptional planning and prioritization skills
Strong problem-solving and risk-management abilities
Calm and effective under deadline pressure
Preferred
Experience working in an arts, cultural or academic organization.
Familiarity with annual reporting, public programming or event production.
Work Environment & Schedule
Remote
Must be based in Toronto, ON
Compensation & Benefits
Competitive salary commensurate with experience.
Benefits package including health.
Opportunities for professional development and growth.
Application Submission
Please submit your CV and cover letter in a single PDF document to - with the position title in the subject line. Please also paste your cover letter into the body of your email. Submission window closes on Friday, February 20, 2026.
Please note that applications that are not submitted in this format will be deemed incomplete and will not be considered.
We thank all interested candidates but only those who are shortlisted for interviews will be contacted.
Sprachkenntnisse
- English
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