Operations Assistant

Compensation

$50–$55K / yr

Location

New York, NY

Work setup

Not specified

Seniority

Intern

Employment

Internship

Experience

4+ years

Skills

accounts-payable
crm
puppet
salesforce

Must have

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

Nice to have

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.

Full description

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 yearRESPONSIBILITIES

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.