Operations Manager

Location: New York, NY (Hybrid)
Department: Executive Board
Employment type: Volunteer/Internship
Compensation: Unpaid
Start date: Immediately upon hire

About the role

The Operations Manager oversees the day-to-day administrative, financial, and operational functions of the organization, reporting to and working closely with the Managing Director. This role ensures that systems, processes, and resources are effectively managed to support the company’s mission. The Operations Manager also serves as a key liaison across departments, board members, funders, and external partners, ensuring smooth communication and workflow.

Responsibilities

Board, Administrative & Scheduling

• Oversee the organizational calendar, including major meetings, rehearsals, donor events, and all deadlines.
• Ensure efficient internal communications by drafting and reviewing organizational correspondence, memos, and documentation.
• Prepare schedules, agendas, minutes, notes, and follow-up action lists for senior leadership meetings and board meetings.
• Manage RSVPs of events and maintain databases.
• Oversee acknowledgement systems, such as donor thank-you letters and follow-up communications.
• Maintain efficient filing and record-keeping systems (digital and physical) for organizational operations.

Operational & Financial Management

• Track organizational deadlines such as workshops, grants, reports, and major projects, ensuring accountability across departments.
• Supervise administrative workflows to ensure MD and senior staff are updated on all progress and deliverables.
• Oversee processing of expense reports, reimbursements and invoices.
• Assist the MD with budget tracking, financial reporting, and compliance requirements.

Event & Production Support

• Manage operational aspects of events, including opening nights, galas, and donor cultivation gatherings (RSVP tracking, guest communications, on-site logistics).
• Coordinate VIP attendance and special guests, ensuring a professional guest experience.
• Liaise with production staff on resource allocation and scheduling needs.

Confidentiality & Professionalism

• Uphold discretion when managing sensitive financial, personnel, and donor information.
• Represent the organization with professionalism in all internal and external communications.

Qualifications

• Fluent in English. Fluency in Mandarin Chinese is a plus.
• Pursuing or obtained a Bachelor’s degree or equivalent/higher professional experience.
• Experience in arts administration, operations, or related field preferred.
• Proficiency with Microsoft Office / Google Workspace, or other databases.
• Strong organizational and leadership skills, with the ability to stay organized and manage multiple priorities and deadlines.
• Excellent written and verbal communication.
• Ability to handle confidential matters with discretion.
• Interest in theater and performing arts is desirable.