Project Operations Assistant

Nichols College; Dudley (MA); Hybrid; USD 1,137,000 - 1,619,000; Part time

Job summary

Gibney Dance in NYC seeks a highly organized Project Operations & Marketing Assistant to manage pre-event promotion and on-site logistics for an upcoming cultural arts festival.

The role is strictly administrative, operational, and non-creative, focused on systems, timelines, audience engagement, and NDA/IP agreements. Open to undergraduates from CUNY (juniors and seniors) with proficiency in Excel, Google Sheets, Asana or Trello.

Qualifications

• Must be a matriculated undergraduate (juniors or seniors) in good academic standing at CUNY.
• High proficiency with project management and administrative tools such as Excel, Google Sheets, Asana or Trello.
• Excellent organizational, communication, and time-management skills.

Responsibilities

• Marketing Operations: Build and manage digital tracking for ticket sales and outreach.
• Logistical Coordination: Maintain master artist/vendor databases and schedule rehearsals.
• Timeline enforcement and front-of-house logistics to ensure smooth event day operations.
• Backstage support: coordinate artist arrivals, check-ins, and technical transitions.

Tools

Excel

Google Sheets

Asana

Trello

Job description

and the job listing Expires on September 16, 2026

We are seeking a highly organized, details-obsessed undergraduate Project Operations & Marketing Assistant to manage the execution and pre-event promotion of an upcoming cultural arts festival at Gibney Dance on October 11–12, 2026.

This is a strictly administrative, operational, and non-creative role. The ideal candidate has zero interest in performance or artistic direction. Instead, you should thrive on setting up systems, tracking digital data, managing timelines, and driving audience engagement. You will work directly under the Executive Producer to turn finalized event blueprints into a seamless, highly attended, and on-time live experience.

This position is an excellent opportunity for juniors or seniors looking for high-level management credits, portfolio-building event execution experience in NYC, and a professional introduction to corporate-style arts logistics.

1. Marketing Operations (Pre-Production Phase)

• Sales Tracking: Build and manage digital tracking systems for ticket sales and box office revenue metrics.
• Media Distribution: Coordinate and distribute promotional media kits, digital announcements, and program descriptions to drive audience engagement.
• Audience Communication: Manage pre-event digital outreach and automated communication channels for attendees and stakeholders.

2. Logistical Coordination

• Database Management: Construct and maintain the master artist and vendor check-in tracking databases.
• Schedule Architecture: Coordinate physical schedules and finalize rehearsal itineraries leading up to the production.
• Asset Inventory: Keep strict inventory logs of festival materials, signage, and equipment before, during, and after the event.
• Timeline Enforcement: Enforce the master production schedule, tracking rehearsal transitions and load-in windows down to the minute.
• Front-of-House Logistics: Oversee the physical execution of audience flow, ticketing check-ins, and table setups at Gibney Dance to eliminate bottlenecks.
• Backstage Support: Manage artist arrival itineraries, check-ins, and technical transitions smoothly.
• Current Enrollment: Must be a matriculated CUNY Junior or Senior in good academic standing.
• Technical Skills: High proficiency with project management and administrative tools (e.g., Excel, Google Sheets, Asana, or Trello).
• Traits: Assertive, details-obsessed, highly punctual, and calm under high-pressure, fast-paced environments.
• Faculty Reference: Must provide the name and email of one CUNY professor who can vouch for your punctuality and administrative reliability.
• Confidentiality: The selected candidate will be required to sign a standard Non-Disclosure Agreement (NDA) and Intellectual Property Agreement prior to accessing event blueprints, schedules, and curriculum data.
• Target Student Level: Undergraduates Only (Juniors & Seniors)
• Compensation: $1,000.00 Flat Stipend (Paid in milestone installments)
• Total Hours: 60 Hours Total (Capped strictly)
• Timeframe: August 28, 2026 – October 15, 2026
• Location: Hybrid (Remote Planning / On-Site at Gibney Dance, NYC on October 11–12)
• Allowed Majors: Public Administration, Nonprofit Management, Business Administration, Arts Administration, Project Management, Communications, Media Studies.