Operations Assistant

JOB DESCRIPTION

Title: Operations Assistant

Department: Operations

Reports to: Director of Operations

Supervises: None

Benefits: Yes (see compensation section)

Schedule: Full-time, in-person, including some weekends and evenings for performances and special events

FLSA Classification: Exempt, FTE.

Compensation: $50,000 per annum

ABOUT BOSTON CHILDREN’S CHORUS

Boston Children’s Chorus (BCC) harnesses the power of music to connect our city’s diverse communities, cultivate empathy, and inspire social inquiry. Children, ages 7–18, come together across differences of race, religion, and socioeconomic status to celebrate their shared humanity and love of music. We bridge Greater Boston’s many diverse groups and foster a sense of belonging and inclusion. Through intensive choral training and once-in-a-lifetime performing experiences locally, nationally, and around the world, BCC enhances the education and social development of youth as future leaders and global citizens in the 21stcentury.

POSITION SUMMARY

As an Operations Assistant at BCC, you will play a crucial role in supporting the day-to-day administrative and operational functions of our organization. You’ll collaborate with multiple teams to ensure the smooth execution of office management tasks, rehearsals, financial processes, event coordination, and other key activities that help us achieve our mission. This position requires exceptional organizational skills, attention to detail, and the ability to work collaboratively in a dynamic, fast-paced environment.

ESSENTIAL FUNCTIONS

Administrative & Financial Support (30%)

• Manage routine banking tasks, including check deposits, bill categorization, and communication with external accounting firm;
• Organize financial records, assist in preparing monthly and quarterly reports, and support payroll operations
• Support the Director of Operations in running monthly, quarterly and annual financial and operational processes,
• Oversee employee recruitment efforts, including job postings, and managing interview processes
• Lead seamless onboarding and offboarding process, including but not limited to managing payroll platform setup, exit interviews, etc.
• Support the Director of Operations in continuous measurement and improvement of organization-wide operational processes, including calendaring, task management, meeting protocols, internal communications, and more.
• Partner with the operations team to develop and implement staff culture-building and professional development initiatives

Office & Vendor Management (30%)

• Enforce guidelines that allow our office and storage units to be easily accessed and utilized by a variety of stakeholders;
• curate supplies inventory, liaise with vendors, and coordinate facility-related projects;
• Fulfill staff requests for supplies, ensuring timely and orderly distribution of supplies;
• Facilitate bi-weekly staff meetings by preparing agendas and taking meeting minutes as needed;
• Serve as the first point of contact with all external vendors.

Event & Rehearsal Coordination (30%)

• Collaborate with internal teams to manage external performance bookings and rehearsal schedules
• Coordinate ticketing operations and oversee front-of-house services for major performances
• Liaise with rehearsal and rental partners to ensure smooth event logistics and facility management

Other Responsibilities (10%)

• Provide additional support to the Director of Operations and other teams as required

QUALIFICATIONS

Experience

• Prior experience in administrative or operational roles is preferred
• Bilingual written and verbal proficiency is strongly preferred
• Familiarity with office management procedures and basic accounting principles is beneficial, but not required

Core Skills, Abilities and Competencies

• Strong organizational and time management skills, with the ability to manage multiple priorities
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and comfort with technology
• Strong aptitude towards technology
• Excellent communication skills, both written and verbal, for interacting with staff, vendors, and partners
• Problem-solving ability, with a focus on creating efficient solutions to operational challenges
• High attention to detail, especially in document management and data entry
• Commitment to providing exceptional customer service to both internal and external stakeholders

Personal Attributes

• Adaptability to work in a fast-paced environment with evolving priorities
• Collaborative team player with a proactive and solution-oriented mindset
• Strong sense of initiative, reliability, and dependability
• Committed to organizational values

Working Conditions & Physical Demands

• Ability to work at workstation for long periods of time
• Ability to use a keyboard for extended periods of time
• Ability to lift and carry objects up to 30 lbs
• Ability to work remotely and on-site as required
• Willingness and ability to work outside the regularly scheduled workday as needed
• Access to reliable transportation, or a driver’s license, as some may require travel between locations

The content is intended to describe the general nature and level of work being performed by persons assigned to this job. It is not intended to constitute an exhaustive list of all responsibilities and duties required.

External and internal applicants, as well as position incumbents, who are or become disabled as defined under the Americans with Disabilities Act or applicable state law, must be able to perform the essential functions of the job (including those listed above) either with or without reasonable accommodation. Reasonable accommodation, if any, will be determined by management in consultation with the employee on a case-by-case basis.

This job description is intended to be general and may be revised from time to time. At management’s discretion, the employee may be assigned different or additional duties from time to time.

COMPENSATION

Compensation for the role of Operations Assistant at Boston Children’s Chorus is $50,000. BCC offers a competitive benefits package including health, vision & dental insurance, 403(b) matching employer contributions, generous PTO, short- and long-term disability, and more.

HOW TO APPLY

For consideration please submit a cover letter, resume, and four (4) references addressed to the Search Committee via our site. Please apply by October 31, 2024. This role will remain open until filled.

NO PHONE CALLS, PLEASE.

Boston Children's Chorus seeks to engage and retain a diverse workforce who represent the diversity of our singers and community in the City of Boston. BCC affirms the plurality of lived experiences amongst staff and seeks to elevate and center the experiences of those who have been marginalized and disenfranchised by systems of oppression. BCC encourages all to apply and will not discriminate on the basis of race, ethnicity, religion, color, national origin, sex, gender and gender expression, sexual orientation, age, veteran status, disability status, or any other applicable characteristics protected by law.