Operations Assistant

651 ARTS is seeking a proactive and organized Operations Assistant to support the seamless coordination between our production, programming, and rentals teams. This role is ideal for a self-starter who thrives in a dynamic, arts-focused environment and values both behind-the-scenes efficiency and front-facing hospitality.

As the first point of contact for many entering our space, the Operations Assistant plays a key role in creating a welcoming and informed environment for artists, partners, and guests. The ideal candidate will have strong interpersonal skills, attention to detail, and a working knowledge of organizational systems and schedules.

ABOUT 651 ARTS

651 ARTS' mission is to deepen awareness of and appreciation for contemporary performing arts and culture of the African Diaspora, and to provide professional and creative opportunities for artists of African descent. Through developing and presenting culturally resonant dance, theater, music, and humanities programs in Brooklyn over the past three decades,651 ARTS has worked with over 800 artists and ensembles of the Diaspora—from Cuba to Trinidad,Senegal to South Africa, Brooklyn to Brazil and back—on more than 500 projects.

We seek to be a leading institution in the performing arts ecology that illuminates the evolving stories and varied cultural experiences of the African Diaspora,an institution whose impact and influence transforms individual lives, neighborhoods, and global communities.

THE OPPORTUNITY

Reports To: Director of Production & Operations (DPO)

Status: Non-exempt, Part Time

Summary: The Operations Assistant’s key role is to provide logistical and administrative support for 651 ARTS.

Location: In-person at Brooklyn office, regular evenings and weekends, flexible schedule as assigned. Minimal remote work.

KEY RESPONSIBILITIES

• Serve as first point of contact for all guests entering the facility. Greet and direct all guests, answer general inquiries, provide information, and connect guests with appropriate staff, as needed.
• Answer incoming phone calls and respond to customer inquiries via email, voicemail, and phone.
• Support front desk operations, including visitor and renter check-in, mail and package deliveries, lost & found collection, first aid supplies, and phone systems.
• Assist in the setup and strike of Facility resources (e.g. chairs, tables, production items, etc.) in support of 651 ARTS Production and Programming departments and the 651 ARTS Rental Program.
• Support the Rental Program by:
  • Orienting new renters to the facility.
  • Assisting renters with the available technology in the facility.
  • Assisting the Rental Program team in the booking process – from initial request through closeout.
  • Update and maintain data and information collections tools (spreadsheets, surveys, contact sheets, presentation/tech needs).
  • Obtain, update and maintain rental program data; contact and billing information; space scheduling, renter needs, etc.
  • Work in conjunction with the Manager of Programs and Community Engagement and DPO to insure timely responses on all correspondence, program files/documents, etc.
  • Maintain, follow-up, and report on current status of all communication between the Rental Program team and renters.
• Relay requests from renters and facility users including but not limited to inquiries regarding temperature, resources, maintenance, cleaning, and studio equipment to the DPO and other appropriate parties.
• Coordinate with the various departments of 651 ARTS to ensure the successful completion of all assigned tasks.
• Communicate, uphold, and enforce 651 ARTS policies and values.
• Work with the DPO and, where appropriate, L10 security to respond to medical emergencies, occurrences of trespassing, theft, disruptive activity and any other health or safety related issues that occur in the Facility.
• Identify potential and occurring issues within the facility or in the rental program and notify the DPO.

QUALIFICATIONS

• 1-3 years of relevant administrative coordination experience, preferably in a non-profit, arts based, cultural organization.
• Possess strong organizational skills with attention to detail.
• Strong communicator with excellent written, presentation, and verbal communication and interpersonal skills.
• Demonstrated ability to work on multiple projects in a fast-paced environment while simultaneously managing deadlines.
• Comfortable working in a highly collaborative environment – able to initiate ideas and open to constructive input.
• Creative and strategic thinker with good judgment and ability to make independent decisions.
• Strong ability to work well with internal and external stakeholders including the public.
• Dependable and punctual.
• Strong familiarity with various platforms including Microsoft Office 365, Microsoft Teams, Google Suite, and Zoom.

WORK ENVIRONMENT / PHYSICAL REQUIREMENTS

The qualified employee will work in a small office setting, and interact with staff, consultants, outside vendors, and the public, therefore, they may be subjected to interruptions throughout the workday. The position requires the ability to sit for sustained periods of time and travel locally. The vision requirement includes close vision. The employee is occasionally required to lift up to 50 pounds.

SPECIAL REQUIREMENTS

• Fireguard (F-03) Certification required or must be attained within first 3 months of employment.
• First Aid Certification + refresher course annually.
• CPR/AED Certification + refresher course annually.

OTHER INFORMATION

The above description is intended to describe the general nature and level of work to be performed by the individual in this position. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required of the position. Employees may have other duties assigned at any time. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.