Operations Manager

Organization: Alberta Abbey FoundationReports to: Executive DirectorStatus: Full-Time, SalariedHours: 40 hours/weekPay: $65,000–$70,000, commensurate with experienceSchedule: Primarily on-site (4 days/week in-person, with one flexible remote day)Job SummaryThe Operations Manager is a critical full-time role responsible for the day-to-day operational infrastructure of Alberta Abbey Foundation. Reporting to the Executive Director, this position oversees event contracting and advancing, production logistics, event staffing, and internal systems, ensuring the organization runs efficiently and that every artist and rental client receives a professional, mission-aligned experience. The Operations Manager works closely with the Executive Director and serves as the primary operational lead for the team, holding primary ownership of operational execution, client coordination, and event delivery.Alberta Abbey Foundation is a historic anchor institution on NE Alberta Street, dedicated to amplifying underrepresented voices in the performing arts. We believe the stage is a site of community power, and that the work behind the scenes matters just as much as what happens in front of the lights. This role is an opportunity to bring your operational expertise to a mission you can believe in, work alongside artists and community members doing meaningful work, and help build an organization that is genuinely rooted in its neighborhood. If you are energized by variety, thrive in a fast-paced environment, and want your work to matter beyond the bottom line, we'd love to hear from you.Key ResponsibilitiesContracting & AdvancingPrepare and route contracts for artist agreements, rentals, and space use agreements; send to clients and ED via DocuSign for executionFile fully executed contracts in Google Drive and send team notifications and client intro emails upon executionGather Certificates of Insurance (COIs) for space use agreements and Fever shows; track and follow up on expiring COIsConfirm seating maps and ticket counts; ensure client/Abbey communication is moving forwardVerify that Abbey show times match client ticketing sites; answer client questions or direct to the correct team memberCollect W-9s and add to the shared BooksToGo folderCreate and send invoices to clients via QuickBooks Online; track accounts receivable and follow up on outstanding balances as neededProduction & Event LogisticsLead weekly Thursday production meetings and manage production action items through to completionMaintain and update internal scheduling and venue management systems to keep show details currentOversee run of show documents, guest lists, and artist settlements in coordination with the EDServe as floor support and operational backup during events as neededCoordinate artist radio appearances and in-person promotional logisticsOversee all logistics for out-of-town talent, including lodging, ground transportation, and hospitality coordination; collaborate with the Technical Director on backline and technical needs for each productionServe as the primary liaison between the Technical Director and clients/artists, facilitating clear communication around technical needs, production requirements, and advance logisticsReview incoming artist and event inquiries for basic fit and feasibility; flag to the ED and Programming Committee for mission alignment review and final decisionsStaffing & SchedulingGather Abbey staff availability, assign event shifts, and add schedules to the staffing/scheduling platformRequest shift support from PeopleReady Staffing as needed; cross-check staffing spreadsheet on MondaysServe as the primary point of contact between the organization and all front-of-house staff, including temporary and contracted workersCollaborate with the Executive Director to develop, implement, and maintain front-of-house orientation materials and onboarding processesSystems & OperationsAssess operations, processes, and project management workflows; make recommendations for greater efficiency and implement improvements in collaboration with the EDContribute to internal documentation, onboarding materials, and organizational systemsMaintain in-venue signage and posteringApprove staff hours for contracted agency staff via the agency's platform every Monday; cross-check against the staffing spreadsheetConduct venue tours for prospective clients and community partnersTeam & AdministrativeAttend weekly staff meetings (Wednesdays) and lead production meetings (Thursdays)Fill in across roles as needed to ensure successful event executionOwn the full artist settlement process end-to-end — pulling reports, preparing drafts, and presenting to the ED for review and approval each Monday following weekend showsPartner with the Digital Assets & Marketing Manager to support promotional efforts, ensure event details are accurate across channels, and provide operational context for campaigns and communicationsMay oversee future programming initiatives, including summer camps and other community-facing programs, as the organization's offerings expand.BenefitsBenefits include:Medical, vision, and dental insurancePaid time offComplimentary tickets to Alberta Abbey eventsQualifications3+ years of experience in arts administration, venue operations, event production, or a related fieldStrong organizational skills and ability to manage multiple concurrent projects and deadlinesExperience with contracting, advancing, and event logistics in a live venue or performing arts contextExcellent written and verbal communication skillsExcellent attention to detail and organization, with the ability to manage complex schedules and logistics accuratelySound judgement and discretion when handling confidential and sensitive informationProficient in Google Workspace; experience with venue management, e-signature, HR, and scheduling platforms a plusAbility to work independently and make sound operational decisions with limited supervisionProactive and self-directed, with the ability to take ownership of responsibilities while working collaboratively with a teamCommitment to Alberta Abbey's mission of nurturing the creative, visual, and performing arts in N/NE Portland by amplifying opportunities for Black and underrepresented communitiesFlexible availability, including some evenings and weekends based on event scheduleTechnical SkillsProficiency in Google Workspace (Gmail, Drive, Docs, Sheets, Calendar)Experience with event tracking systemsComfort using standard office technology and virtual meeting toolsPhysical RequirementsMust be able to lift up to 30 lbsComfortable being on feet and climbing stairs for extended periods during eventsEvening and weekend availability required based on event scheduleCompensationThe annual salary range for this position is $65,000–$70,000. Actual base pay within this range will be determined by several components, including, but not limited to, relevant experience, internal equity, skills, qualifications, and other job-related factors permitted by law.Additional informationEqual Opportunity EmployerAlberta Abbey Foundation is committed to providing equal employment opportunities to all employees and applicants, regardless of race, ethnicity, religion, sex (including related medical conditions), gender, sexual orientation, national origin, citizenship status, veteran status, marital status, pregnancy, age, disability, or any other protected status, in compliance with all applicable laws.Reasonable AccommodationsIn accordance with the Americans with Disabilities Act (ADA) and applicable state and local laws, we provide reasonable accommodations to enable individuals with disabilities to participate in the application and interview process. To request an accommodation, please email exec@albertaabbey.org with “Accommodation Request” in the subject line. Requests are handled on a case-by-case basis and are kept confidential.Additional NotesThe statements in this position description are not necessarily all-inclusive. Additional duties and responsibilities may be assigned, and requirements may vary from time to time.To ApplySubmit a resume and cover letter to exec@albertaabbey.org with "Operations Manager" in the subject line. We are only accepting direct applicants — no agencies or phone inquiries, please.