Board Relations & Projects Coordinator

JOB DESCRIPTION

Board Relations & Projects Coordinator

Exempt, Full-Time

Reports to the Executive Director

Summary

The Board Relations & Projects Coordinator is a vital administrative and organizational role supporting Merola Opera Program’s Board of Directors, Executive Director and broader Merola team. This position ensures smooth internal operations, high-quality governance support, and effective coordination of special projects and events.

As a key liaison between staff, board members, and stakeholders, the Coordinator provides cross-functional support to development, marketing, operations, and artist programs—playing an integral role in advancing Merola’s mission and priorities.

This is an excellent opportunity for an early-career professional eager to grow within a mission-driven arts organization, gain broad exposure to nonprofit operations, and contribute meaningfully to a collaborative, fast-paced team.

Essential Duties and Responsibilities

Board Liaison and Governance Support

• Collaborate closely with the Executive Director, Board President, Chair, and leadership to fulfill Board needs and requests.
• Serve as the primary administrative liaison for Board members, providing timely and proactive support to Officers and Committee Chairs.
• Manage scheduling, logistics, and documentation for all Board and Committee meetings, including the preparation and distribution of agendas, minutes, reports, and presentations.
• Maintain accurate Board records, update handbook materials, and support onboarding and orientation of new Board members.

Events Support & Coordination

• Annual Benefit Gala:
  • Serve as project coordinator for the Gala, supporting the Gala Chair, committee, Executive Director, and senior team.
  • Coordinate logistics with venues, caterers, designers, and vendors.
  • Manage day-of logistics including volunteer coordination and on-site support.
  • Prepare and coordinate event materials such as invitations, programs, and auction catalogs.
  • Track event outcomes and metrics for reporting.
• Other Events:
  • Lead logistics and coordination for the Annual Meeting and Annual Board Retreat.
  • Manage RSVP tracking and community access for dress rehearsals and performances.
  • Provide general support across public and donor events, including setup, vendor coordination, and post-event follow-up.

Administration & Special Projects

• Provide executive support to the Executive Director, including scheduling, communications, and preparation for meetings.
• Draft correspondence, manage internal documentation, and prepare briefing materials.
• Support administrative tasks and projects across all areas (Development, Marketing, Operations, Artist Services & Programs) based on evolving organizational needs.
• Assist with invoice processing, credit card reports, reimbursements, and revenue reporting.
• Maintain project timelines, documentation, and deliverables using project management tools.
• Maintain project timelines, documentation, and track progress to ensure deliverables are met.
• Support office management and administrative needs of the organization, including managing office supplies, shared calendars, mail and shipping, organizational scheduling, general communications, filing, and mailings.
• Coordinate logistics for Merola staff meetings, gatherings, and other internal or external events.

Other Duties as Assigned

Qualifications

• Bachelor’s degree in arts administration, nonprofit management, business, or a related field, or equivalent experience.
• 2-3 years of relevant professional experience, preferably in administrative, project coordination, or executive assistance.
• Exceptional organizational skills and attention to detail, with the ability to manage multiple priorities and deadlines.
• Strong written and verbal communication skills, with comfort drafting professional correspondence and preparing meeting materials.
• Demonstrated ability to exercise discretion and sound judgment, particularly when handling confidential or sensitive information.
• Proven experience supporting executives or senior leadership in a fast-paced, mission-driven environment.
• Strong interpersonal skills and the ability to build collaborative working relationships across teams and with external stakeholders.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace, and basic project management tools.
• Familiarity with donor databases (e.g., Salesforce, PatronManager), and comfort with learning new software systems.
• Ability to work evenings and weekends as required for events and performances.
• Knowledge of opera/classical music preferred.

To learn more about the Merola Opera Program and its impact, please visit www.merola.org

Salary & Benefits: $68,000-$73,000/annually. Merola offers generous benefits that include medical, dental, and vision insurance, FSA, 401(k) match, paid vacation, paid sick time, and paid holidays.

MEROLA OPERA PROGRAM IS AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER COMMITTED TO DIVERSITY OF STAFF