Operations Assistant

Washington, DC
Jun 12, 2019
Jul 11, 2019
Full Time
About the Organization:

The John F. Kennedy Center for the Performing Arts ("The Kennedy Center") is a world premier performing arts organization and our nation's cultural center. Diversity is a critical component of our mission, vision, and values. Our staff exhibits a wide variety of perspectives and experiences which enable us to foster and strengthen an environment of diversity and inclusion.

Mission Statement: As the nation's performing arts center, and a living memorial to President John F. Kennedy, we are a leader for the arts across America and around the world, reaching and connecting with artists, inspiring and educating communities. We welcome all to create, experience, learn about, and engage with the arts.

The Kennedy Center, which opened on September 8, 1971, is located on 17 acres overlooking the Potomac River in Washington, D.C. The Center continues its efforts to fulfill President Kennedy's vision by producing and presenting an unmatched variety of theater and musicals, dance and ballet, orchestral, chamber, jazz, popular, world, and folk music, and multimedia performances for all ages.

Job Description:

The Operations Assistant is an essential support position reporting directly to and working closely with the Manager of Programming/Shared-Services, with the primary responsibility of providing a wide range of administrative, organizational, and logistical services that ensure the efficient operation of the department as a whole.

The successful candidate for this position must enjoy supporting a team and general office work, be highly-organized, resourceful and efficient, able to proactively problem-solve, exercise discretion, remain flexible and pleasant, and maintain both a sense of humor and a high level of professionalism. The ability to communicate with a positive, team-focused, and compassionate attitude is essential.

Depending on experience and a demonstrated ability to balance the fulfillment of the primary job duties, as outlined above, the Operations Assistant may serve as day-of-show support to event leads producing Hip Hop Culture and Contemporary Music, Special Programming, Comedy, Jazz, and Classical and New Music presentations.

Duties and Responsibilities:

55% Administration and Logistics:
  • Acts as main administrative support for the Programming/Shared-Services team. Leads the logistics of departmental meetings and other group activities. Performs duties that include but are not limited to scheduling meetings; creating agendas; taking and disseminating notes; overseeing office organization; ordering supplies, water, towels; Outlook calendar, staffing sheet, and ArtsVision maintenance; department digital file organization; and flight voucher tracking. Prepares staff expense reimbursements, arranges internal travel and lodging, processes departmental invoices for payment, and prepares and processes PRO reports.

20% Operations:
  • Assists Manager with creation and implementation of departmental operations, processes, protocols, and year-round show/event staffing process. Collects and tabulates data from various sources into departmental tracking and planning documents. In conjunction with Manager, acts as an inter-departmental liaison to solve departmental operational challenges; submits IT, facilities, and ID requests.

10% Staffing and Support:
  • Assists Manager in the hiring, training, and supervision of departmental interns; including reviewing applications, scheduling interviews, onboarding, training, and delegating tasks.

10% Show Coverage:
  • Acts as day-of-show support to event leads on approximately 1 - 2 presentations per month, including wrangling artists, setting up hospitality, preparing comp ticket requests, and acting as show-runner.

5% Internal Communication:
  • Ensures effective, accurate, and timely communications within the department and institution.

N/A Responds to the needs and requests of Kennedy Center management and staff in a professional and expedient manner, adheres to all employer policies and procedures, and other duties as assigned.

Key Qualifications:
  • You have a bachelor's degree in the arts, cultural studies, or literature.
  • You have 1+ year of experience in general office administration and program planning and implementation, within a performing arts organization.
  • You have a demonstrated interest in and knowledge of diverse live music trends appropriate to a performing arts institution, required.
  • Working knowledge of production and logistical requirements for live events is a plus!
  • Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and Access, required. Knowledge of ArtsVision and Tessitura is a plus!
  • Knowledge of a foreign language, especially Spanish, French, Italian, German, or Portuguese is a plus!
  • You are open to occasional evening and weekend work, and working beyond 40 hours/week.

Who You Are:
  • You have superb interpersonal skills, exceptional telephone and email etiquette, and a professional demeanor while interacting with internal personnel, artists, agents, and managers. Must be a self-motivated, nimble, team player with the ability to build effective relationships within a complex organization for the good of the whole.
  • You exercise good judgment, discretion, and discernment, show initiative, and have the ability to handle sensitive data appropriately. Maturity, composure, compassion, and a sense of humor are essential.
  • You have superior organizational, writing and verbal skills, excellent problem-solving skills, an unwavering attention to detail, resourcefulness, and the ability to work both independently and as part of a team necessary. Must be able to synthesize information from disparate sources into unified whole.
  • You have the ability to work in a fast-paced environment, and be able to organize and prioritize multiple tasks while maintaining quality and accuracy.

Physical Demands

While performing the duties of this job, the employee is regularly required to communicate in person and on the telephone. The employee is frequently required to use hands to finger, handle, or feel in order to operate computer keyboard, office equipment, and other essential tasks. The employee is frequently required to sit, stand, walk, bend, stoop, crouch, and reach with hands and arms. This position infrequently lifts, carries, or otherwise moves and positions objects weighing up to 40 pounds.

Work Environment

The noise level in the work environment is occasionally loud.

This position requires occasional availability on evenings and weekends and work beyond 40 hours/week.

Travel is not required for this position.


We offer a comprehensive range of benefits to all full-time employees including: Medical, Dental, Vision, Paid Time Off, Paid Sick Leave, and a matching 403(b) Retirement Plan.

Additional benefits include: Commuter Programs, Education Assistance Programs, Student Loan Forgiveness, Social Activities, and other employee discounts and specials.