Job Overview:
We are looking for a highly organized and proactive Office Manager/Operations & Events Coordinator to support the daily operations of our business, with a particular focus on coordinating art-related events and exhibitions. This role includes managing schedules, overseeing contractors, handling bookkeeping, and organizing a variety of events, including art shows, exhibitions, art classes, and cultural evenings such as comedy and musical performances. The ideal candidate will have strong communication skills, an eye for detail, and a passion for the arts.
Key Responsibilities:
Appointment & Calendar Management:
Manage and maintain a busy calendar for meetings, appointments, and events.
Schedule and prioritize meetings, ensuring there are no conflicts and all necessary preparations are made in advance.
Follow up with clients, contractors, and leads regarding scheduled meetings and appointments.
Contractor & Maintenance Coordination:
Act as the primary point of contact for contractors providing maintenance and repair services.
Schedule and track ongoing maintenance and repair needs for the office and any related facilities.
Ensure work is completed on time, within budget, and to a high standard.
Keep an up-to-date log of maintenance requests and completed tasks.
Lead & Meeting Follow-Up:
Follow up on leads and ensure timely responses to inquiries.
Assist in organizing meetings with potential clients, partners, and vendors.
Ensure meetings are productive by preparing agendas, taking notes, and following up on action items.
Bookkeeping & Financial Coordination:
Maintain and organize financial records, including invoices, receipts, and payment schedules.
Assist with basic bookkeeping tasks such as tracking expenses and income, and ensuring all financial documents are up to date.
Coordinate with the accounting team for monthly and annual financial reporting.
Ensure timely payments to contractors, vendors, and service providers.
Art Show Coordination & Artwork Tracking:
Plan, schedule, and coordinate art exhibitions and gallery shows, including organizing logistics, marketing efforts, and event setup.
Work with artists to facilitate the inclusion of artwork in exhibitions and ensure all necessary documentation (artist bios, descriptions, pricing) is prepared.
Track artwork inventory, ensuring all pieces are properly logged, photographed, and stored.
Manage artwork sales, commission tracking, and customer relations during events.
Event Planning & Coordination (Art Classes, Comedy, Music Events):
Schedule, plan, and promote art-related classes, workshops, and educational programs, working with instructors and artists.
Organize and coordinate cultural events such as comedy nights, musical performances, and other live entertainment.
Coordinate with performers, manage contracts, and ensure the smooth execution of all logistics (venue, sound, marketing).
Handle guest lists, RSVPs, and ticketing (if applicable).
Assist with the promotion of events through social media, newsletters, and flyers.
Lease & Property Management:
Organize and maintain lease agreements, ensuring all terms are met and renewals are tracked.
Keep a record of property-related documents and deadlines, such as lease payments and inspections.
Communicate with property managers and landlords to ensure all lease terms and property conditions are in order.
Qualifications:
Proven experience in office management, event coordination, or a similar administrative role.
Strong organizational and time management skills with the ability to prioritize tasks and meet deadlines.
Excellent communication skills, both written and verbal.
Proficient in Microsoft Office Suite (Word, Excel, Outlook) and other relevant software (Google Calendar, QuickBooks, etc.).
Knowledge of the art industry and a passion for arts and culture.
Experience in coordinating live events, including exhibitions, performances, or workshops.
Ability to work independently, take initiative, and handle multiple tasks simultaneously.
Preferred Skills:
Experience with event planning and management, particularly in the arts, theater, or music industry.
Familiarity with bookkeeping software (QuickBooks, Xero, etc.).
Knowledge of contracts and legal documents related to leases and property management.
Familiarity with marketing techniques for promoting events and classes (social media, email marketing, etc.).
Compensation & Benefits:
Competitive salary commensurate with experience.
Paid time off and holidays.
Opportunities for professional development and growth within the arts community.
Principals only. Recruiters, please don't contact this job poster.