Directors Office and Manager of Operations

As a key member of the Performa team, the position reports to the Founding Director and the Managing Director and works closely with all Senior Staff and outside consultants to support the goals and objectives of the organization. The position works directly with the Founding Director on all aspects of scheduling, workflow, correspondence, speaking and teaching engagements and curatorial and publishing activities, and is a vital link to the Development Department, which includes high-level interaction with board members, donors, art world VIPs and press, designers, public relations specialists, organizational advisors, curators, writers and artists. The position also works closely with the Managing Director to oversee the day-to-day operations of the organization and to support business development initiatives. The position plays a pivotal role in the smooth operation of the organization and requires the highest level of exacting detail, constant prioritization, keen foresight and passion.

DUTIES AND RESPONSIBILITIES
Director’s Office
• Plan and manage the Founding Director’s busy and fast-moving schedule while ensuring the most effective use of her time.
• Act as point of contact and “gatekeeper” for the Founding Director for internal and external contacts and prioritize and present requests.
• Manage all incoming and outgoing correspondence for the Founding Director, ensuring fastidious follow up, including independently and confidently drafting correspondence
• Prepare briefing materials, bios and dossiers for Founding Director’s meetings
• Attend meetings as required with artists and curators and ensure proper documentation in the form of note taking, video or audio recordings
• Organize international and national travel and accommodation and produce detailed itineraries
• Assist Founding Director and Development staff with follow-up and tracking of individual gift solicitation and donor communications.
• Assist with cultivation events, including gala, biennial opening night and premiere events
• Attendance events on evenings and weekends as required
• Identify interns and fellows and oversee their work and progress
Operations
• Ensure the effective daily operation of the Performa office and staff activities by being the point person for all administration issues and by ensuring effective internal meetings and communications;
• Oversee Performa’s day-to-day human resources functions, including recruitment, hiring, maintaining an up-to-date staff handbook, employment policies, contracts, vacation entitlements, health insurance, training and workers compensation;
• Ensure insurance coverage for all areas of the company’s activity including liability, workers compensation, event insurance, liquor licenses and certificates of insurance for vendors and contractors;
• Solicit proposals and negotiate and manage supplier, venue and consultant contracts and delivery of services;
• Maintain a positive and creative day-to-day office environment for the Performa team, facilitating open communication and teamwork;
• Oversee the sale of art works, publications and other sources of earned income;
• Oversee backup systems and IT support to staff and maintain an efficient office environment;
• Order office supplies, maintain office equipment and oversee maintenance staff and office premises;
• Monitor and comply with city, state and federal non-profit regulations and laws.

EXPERIENCE
Candidates must possess a Bachelor's degree and at least eight years of demonstrable expertise in all the areas of responsibilities of this job. S/he must have proven administrative, development and/or fundraising experience in a commercial or non-profit arts or culture setting, and must be highly motivated, organized, flexible, cool under pressure and diplomatic, and have superior interpersonal and written communication skills. The position requires a keen understanding of the art world, an interest in contemporary art and art history and a commitment to Performa’s mission and programs. The position provides the unique opportunity to be at the center of a leading international and ideas-based organization with links to arts and educational institutions, curators and artists around the world and is an ideal job for an ambitious person with a voracious appetite for great art, new ideas and getting things done.