Arts Operations & Events Manager

Shall See Theater; New York (NY); On-site; Part time

Job summary

A community arts organization in New York is looking for an Operations Manager to oversee daily administrative and operational functions. This role involves managing organizational calendars, facilitating communication, and supporting event logistics. Candidates should have a Bachelor's degree or equivalent experience, be fluent in English (Mandarin a plus), and possess strong organizational and leadership abilities. This is an unpaid position starting immediately, where maintaining confidentiality and professionalism are essential.

Qualifications

• Experience in arts administration, operations, or related field preferred.
• Strong organizational skills with the ability to manage multiple priorities.
• Interest in theater and performing arts is desirable.

Responsibilities

• Oversee the organizational calendar, major meetings, and deadlines.
• Draft and review organizational correspondence.
• Manage operational aspects of events including RSVP tracking and logistics.
• Assist with budget tracking and financial reporting.
• Ensure discretion with sensitive financial and personnel information.

Skills

Fluent in English

Fluency in Mandarin Chinese

Organizational skills

Leadership skills

Proficiency with Microsoft Office / Google Workspace

Ability to handle confidential matters

Education

Bachelor’s degree or equivalent/higher professional experience

Job description

POSITION TITLE: Operations Manager [EXC-OM]

REPORTS TO: Managing Director & Artistic Director

COMPENSATION: Unpaid

START DATE: Immediately upon hire

Position Summary

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.

Key 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.

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.

Ability to handle confidential matters with discretion.

Interest in theater and performing arts is desirable.

Please submit your resume using the application form linked below. Click the “Apply Now” button to begin. You are also welcome to include any additional materials that you feel help us better understand your skills, background, or passion—even if they are not specifically requested.

If you have any questions, please email us. NO PHONE CALLS, PLEASE.

(Optional) You may submit a cover letter on what you would like to achieve in Shall See Theater.