Production & Project Manager

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.

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.

• 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.
• 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…