Operations Assistant

POSITION SUMMARY 

Reporting to the Director of Arts Operations and Operations Manager, the Operations Assistant is responsible for a broad range of administrative and clerical duties to support the day-to-day business operations of the Arts Department. This includes the accounting, ticketing, HR, and administrative needs of the arts programming and operations teams. The ideal candidate must be goal-oriented, proficient, highly organized, motivated, and comfortable functioning in a hectic production environment and be very dependable.

COMPENSATION:  $50 - 55,000.00 per year

RESPONSIBILITIES

• Provide administrative support to the Department including answering phones, correspondence, scheduling, meeting and conference preparations, and research projects.
• Support Operations Manager in overseeing internship program: selecting candidates, supervising seasonal office interns and volunteers
• Process accounts payable/receivable invoices.
• Track and monitor credit card expenses for the Department.
• Assist with maintaining payroll records for seasonal staff; review and verify bimonthly payroll by comparing data in payroll system, sign-in sheets, and spreadsheets.
• Support the upkeep of concert reports to advance to departmental staff at weekly production meetings.  
• Staff and coordinate departmental meetings; prepare agendas and distribute minutes.
• Provide backup support for compiling and maintaining ticketing reports, event guest lists, donated product distribution tracking, concessions sales, and other operational reporting as-needed.
• Support onsite concert team with administrative needs including merchandise inventory and settlement tracking, financial requests, and IT support.
• Provide onsite support as-needed with events such as: Board and Committee meeting set-up, staff training and orientation setup, and various hospitality/production needs.
• Fulfill various data entry tasks and projects as assigned, including via organizational CRM software (Salesforce).

 

Office Management duties:

• Responding to general inquiry patron calls and emails for the Department.
• Maintain office guides, spreadsheets, and training and procedural manuals.
• Monitor digital account security and coordinate technical support for department equipment.
• Digitize and archive files in Departmental Google Drive and in-office (physical).
• Maintain digital subscriptions and purchasing accounts for the department

• Perform general office administrative and clerical duties including filing and mailing.
• Order, organize all office supplies.
• Miscellaneous research, presentations, and special projects as assigned by the Director and Operations Manager.

 

PREFERRED QUALIFICATIONS 

• Minimum two years administrative work experience.
• Exceptional customer service skills and a welcoming style of interaction both on the phone and in-person.
• High level of initiative, positive energy, and professionalism.
• Able to multi-task under pressure and work in a high energy, fast paced environment.
• Ability to follow direction from others and to perform duties with limited supervision and oversight.
• Must be organized and able to meet deadlines with strong attention to detail.
• Excellent written and oral communication skills.
• Substantial payroll and AR/AP experience.
• A baccalaureate degree in Office Administration, Accounting, Music Business or related field from an accredited college or university is preferred.
• Proficiency in Google Docs and Microsoft Office Suite.
• Experience with CRM softwares such as Salesforce is a plus.
• Willingness to work evenings and weekends, and to travel to parks in all five boroughs.  
• Valid New York State driver’s license helpful but not required.

 

REQUIREMENTS

• A high school diploma and 4+ years of experience in high level clerical, payroll, and bookkeeping functions with oversight and budgets and database functions, or a satisfactory equivalent combination of education and experience is required.