Operations Assistant

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.

RESPONSIBILITIES

• 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.

PREFERRED QUALIFICATIONS

• 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.

REQUIREMENTS

• 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 of education and experience is required.

ABOUT CITY PARKS FOUNDATION

At City Parks Foundation (CPF), we are dedicated to invigorating and transforming New York City parks into dynamic, vibrant centers of urban life through arts, environmental education, sports, and community building programs for all New Yorkers. Our ethos is simple: we believe thriving parks mean thriving communities.

Community engagement includes Partnerships for Parks, a public-private program of City Parks Foundation and NYC Parks, which supports and champions a growing network of community leaders who care and advocate for the transformation of our neighborhood parks and the Parks and Open Space Partners-NYC coalition of conservancies and alliances. We also administer the NYC Green Fund, a regranting program for parks and open space nonprofits and grassroots organizations.

We produce SummerStage, the iconic free, outdoor performing arts festival in NYC, presenting world-class artists from across the globe and our own neighborhoods on our mainstage in Central Park and in local parks in all five boroughs, and our Swedish Cottage Marionette Theatre and roving PuppetMobile present marionette puppet theater throughout New York City.

We connect youngsters to nature in the urban environment through progressive, experiential teaching. Using parks as classrooms, we provide learning experiences and hands-on activities in urban forests, coastal areas, and gardens.

Free golf, tennis, track & field, soccer, and fitness programs bring high-quality instruction and equipment into areas where few organized athletic opportunities exist. We offer leveled training, year-round scholarship coaching, and special pro events.

Applicants must be authorized to work in the United States. City Parks Foundation does not offer visa sponsorship.