Operations Assistant, Temporary

Washington, DC
Jun 12, 2019
Jul 11, 2019
Full Time
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 Operations Assistant 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, maintain both a sense of humor and a high level of professionalism. An 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 Other duties as assigned.

N/A Responds to the needs and requests of Kennedy Center management and staff in a professional and expedient manner.

N/A Adheres to all employer policies and procedures.

  • A bachelor's degree is required for this position in the arts, cultural studies, or literature.
  • 1+ year of experience in general office administration and program planning and implementation, within a performing arts organization.

Minimum Skills and/or Knowledge Required
  • Must have great interpersonal skills, exceptional telephone and email etiquette, and 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.
  • Must exercise good judgment, discretion, and discernment, show initiative, and the ability to handle sensitive data appropriately. Maturity, composure, compassion, and a sense of humor are essential.
  • Superior organizational, writing and verbal skills, excellent problem-solving skills, an unwavering attention to detail, resourcefulness, and ability to work both independently and as part of a team necessary. Must be able to synthesize information from disparate sources into unified whole.
  • Must have the ability to work in a fast-paced environment, and be able to organize and prioritize multiple tasks while maintaining quality and accuracy.
  • Demonstrated interest in and knowledge of diverse live music trends appropriate to a performing arts institution, required.
  • Demonstrated experience and comfort working with performing artists, required.
  • Working knowledge of production and logistical requirements for live events, a plus.
  • Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and Access, required. Knowledge of ArtsVision, Tessitura, a plus.
  • Knowledge of a foreign language, especially Spanish, French, Italian, German, or Portuguese, desirable.
  • The position requires occasional availability on evenings and weekends and work beyond 40 hours/week.
  • Temporary position

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.

Travel is not required for this position.

The John F. Kennedy Center for the Performing Arts 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.