Office Manager

We are seeking an experienced, highly organized Office Manager to support the daily operations of a mission-driven non-profit arts organization. This role is central to keeping the organization running smoothly and requires a proactive, detail-oriented professional who can balance administrative, HR, financial, production, governance, and fundraising support responsibilities while working in a collaborative, creative environment.

Key Responsibilities

• Office & Administrative ManagementOversee day-to-day office operations to ensure an efficient, welcoming, and well-organized workplace
• Manage office supplies, vendors, and service providers
• Maintain office procedures and administrative systems
• Serve as a primary point of contact for staff, artists, Board members, funders, and external partners

Calendar, Production & Organizational Support

• Manage calendars, scheduling, and meeting coordination for leadership, production staff, and key personnel
• Support production planning by tracking schedules, deadlines, and deliverables
• Monitor production staffing to help ensure projects are adequately staffed, on time, and within approved budgets
• Communicate scheduling and budget-related information between production staff and leadership

Board & Governance Support

• Coordinate all Board and committee meetings, including scheduling, agendas, meeting materials, and logistics
• Prepare and distribute Board packages in collaboration with leadership
• Record and circulate meeting minutes and track follow-up actions
• Maintain Board records, policies, motions, and governance documentation
• Support onboarding of new Board members

Fundraising Coordination

• Coordinate fundraising activities and campaigns in collaboration with leadership and the Board
• Support planning and logistics for fundraising initiatives
• Maintain donor, sponsor, and fundraising records
• Track fundraising timelines, deliverables, and reporting requirements

Grant Administration

• Support preparation, submission, and tracking of grant applications
• Maintain a grants calendar, including deadlines, funding periods, and reporting requirements
• Track grant expenditures to ensure compliance with approved budgets
• Assist with interim and final grant reports
• Maintain organized grant files and supporting documentation

Human Resources Support

• Assist with onboarding and offboarding of staff, contractors, and artists
• Maintain employee and contractor records and documentation
• Support payroll coordination and benefits administration
• Help ensure compliance with organizational policies and basic employment requirements

Accounting & Financial Administration

• Process accounts payable and accounts receivable
• Prepare and track invoices, payments, reimbursements, and expense reports
• Maintain organized financial records related to office operations, productions, and grants
• Coordinate with external accountants or bookkeepers as needed

Qualifications & Experience

• Proven experience as an Office Manager or in a similar administrative role
• Experience supporting HR-related functions
• Experience handling accounts payable and receivable
• Experience supporting project timelines, basic budget tracking, and reporting
• Experience with fundraising coordination and grant administration is an asset
• Strong calendar management and organizational skills
• Interest in or commitment to the arts and non-profit mission
• Experience in using Google Workspace, Adobe, Canva

Skills & Competencies

• Excellent organizational and time-management skills
• Strong attention to detail and follow-through
• Clear, professional, and collaborative communication style
• Ability to manage confidential information with discretion
• Comfort working with creative and production teams in a deadline-driven environment

Job Types: Part-time, Permanent

Pay: $20.00-$27.00 per hour

Expected hours: 25 per week

Benefits:

• Flexible schedule
• On-site parking
• Paid time off

Work Location: In person