Board Relations & Operations Manager

The Board Relations & Operations Manager supports the Merola Opera Program’s internal operations, governance, and project management. This vital role serves as the primary liaison with the Board of Directors, coordinating meetings and ensuring accurate and timely documentation. The Manager also assists with key events, particularly the Annual Benefit Gala, and supports the organization’s day-to-day operations and administrative needs. Additionally, this role provides critical project management support across the organization and assists with a range of dynamic activities including research, data management, and special initiatives. This role is ideal for a highly organized, detail-oriented professional who thrives in a fast-paced environment and enjoys working collaboratively with leadership and across departments to drive operational efficiency and support the organization’s mission.

Essential Duties and Responsibilities

Board Liaison and Governance Support

• Collaborate closely with the Executive Director, Board President, Chair, and other leadership to address and fulfill Board needs and requests.
• Serve as the primary point of contact for all Board requests, providing comprehensive administrative support for Board Officers and Committee Chairs.
• Manage scheduling, logistics, and documentation for all Board and Committee meetings, including preparing and distributing materials such as reports, presentations, minutes, and agendas.
• Facilitate updates to Board handbook materials and assist with the orientation and onboarding of new Board members.
• Maintain accurate records for all Board documentation.

Events Support & Coordination

• Annual Benefit Gala:
  • Act as the project manager for the gala, supporting the gala chair, committee, Executive Director, and senior team in implementing event goals.
  • Coordinate logistical details with the venue, caterer, and vendors.
  • Manage day-of logistics, including volunteer coordination and on-site support.
  • Prepare and coordinate event materials with designers, including invitations, programs, and auction catalogs.
  • Track event outcomes and metrics for reporting.
• Other Events:
  • Provide support for all events and public performances.
  • Assist with venue setup, vendor coordination, and on-site management.
  • Coordinate post-event follow-up activities.

Administration, Operations, and Project Management

• Project Management & Coordination:
  • Implement and manage project management systems and tools.
  • Maintain project timelines, documentation, and track progress to ensure deliverables are met.
• Office Management & Operations:
  • Assist with office operations, including supply and equipment management, mail and shipping, onsite meeting and events, office upkeep, and liaising with building management.
  • Support financial operations by processing expense reports, invoices, and reimbursements, and ensuring timely payments.
  • Maintain office systems and organizational calendars, including tracking staff vacations, out-of-office schedules, and key dates.
  • Assist in maintaining Merola’s administrative offices, including file audits, structure management, and digitization efforts.
  • Provide general office support, including filing, mailings, and correspondence.
• Special Projects & Administrative Support:
  • Assist the Executive Director with special projects, research, and initiatives.
  • Prepare briefing documents for the Executive Director, Board, and staff.
  • Coordinate logistics for Merola staff meetings, gatherings, and other internal or external events.

Development & Marketing Support

• Collaborate with the Member Services & Engagement Manager to maintain and manage the CRM system, ensuring data integrity and effective use of the system across the organization, including processing gifts and maintaining donor records.
• Assist with donor prospect research and identifying funding opportunities.
• Support the preparation of grant applications and reports, ensuring all necessary information is gathered and deadlines are met.
• Collaborate with the Member Services & Engagement Manager on copy and proofing of publications, website, listings, and marketing materials.
• Support development efforts by assisting with donor communications, stewardship reports, and coordinating data for grant applications and fundraising initiatives.