Operations & Finance Manager

Are you a highly organized, proactive professional with a passion for the arts and a knack for creating efficient systems? Do you thrive in a dynamic, fast-paced environment and want to make a meaningful impact behind the scenes at a leading contemporary ballet company? BalletX is looking for an exceptional Operations & Finance Manager to join our administrative team and be an essential part of our continued growth and success.

Reporting to the Managing Director, this is a unique opportunity to work directly with our executive leadership team and play a pivotal role in supporting all areas of BalletX, from day-to-day financial operations and office management to cross-departmental support and volunteer coordination. The ideal candidate will have the ability to manage multiple priorities with clarity, discretion, and sound judgment. As our Operations & Finance Manager, you’ll help shape the internal systems that drive our organization forward, while making a direct impact on our ability to create groundbreaking art.

Join us at BalletX and become part of a dedicated, creative team where your contributions will support a bold and vibrant artistic mission. You’ll be integral to helping us continue our commitment to excellence, creativity, and community engagement. If you're an adaptable, detail-driven arts lover who enjoys problem solving and making systems run smoothly behind the scenes, we’d love to hear from you!

To learn more about BalletX, our mission, and our unique programs that inspire human connection through dance, visit www.BalletX.org.

Position Summary:

BalletX is seeking an organized, proactive, and systems-oriented professional to join our administrative team as Operations & Finance Manager. This role is essential in supporting the executive leadership team by overseeing day-to-day financial operations, office management, and providing executive assistance. The ideal candidate will bring finance experience and a passion for creating efficient systems in a collaborative and fast-paced arts environment.

Key Responsibilities:

Executive Support

• Provide executive assistance to the Artistic & Executive Director and Managing Director, including managing calendars and scheduling meetings
• Coordinate internal and external meeting logistics, including staff and Board meetings
• Proactively ensure scheduling consistency across departments and flag any conflicts

Operations & Office Management

• Oversee daily office operations at BalletX’s studio, including supply management, mail handling, and vendor coordination
• Support the organization’s systems management, including file storage, CRM archiving, and process documentation
• Handle staff and intern onboarding/offboarding processes, including workspace setup, equipment allocation, and account creation
• Maintain contracts and relationships with operational vendors, ensuring clear scopes of work, timely renewals, and high-quality service
• Coordinate basic IT support and manage IT and tech-related vendors

Finance & Accounting Support

• Manage accounts payable and receivable, including vendor invoicing, payment processing, and donor acknowledgments
• Perform monthly bank reconciliations and track staff credit card usage and expense reporting
• Complete and record bank deposits
• Reconcile contributed and earned revenue between QuickBooks and BalletX’s CRM (PatronManager)
• Manage petty cash disbursements and reconciliation
• Maintain financial records to support grant reporting, audit preparation, and funder compliance
• Assist with the annual audit and preparation of IRS Form 990
• Support the Managing Director in implementing and monitoring the annual operating budget
• Administer staff fringe benefits such as gym memberships and reimbursements

Intern & Volunteer Program

• Lead the recruitment, onboarding, and coordination of BalletX’s internship program
• Develop intern work plans, track schedules and hours, and support performance check-ins
• Mentor and act as a liaison for interns, ensuring a positive and structured learning experience
• Manage the volunteer program, including recruiting, training, scheduling, and ensuring volunteers are supported during their assignments and fostering a positive and engaged volunteer experience

Cross-Departmental Support

• Provide operational and logistical support to the Development, Marketing, and Artistic teams
• Assist with event logistics, merchandise inventory, and performance operations
• Maintain accurate records to support fundraising, grants, and compliance
• Provide event and performance support as necessary

Qualifications:

• 3+ years of experience in nonprofit operations or administration preferred
• Familiarity with QuickBooks, Excel, and Google Workspace preferred
• Familiarity with Salesforce, Asana, or similar CRM/project management platforms preferred
• Familiarity with nonprofit budgeting and accounting preferred, but not required
• Comfort handling sensitive information and maintaining confidentiality
• Ability to thrive in a rapidly changing environment and handle unforeseen tasks with a positive attitude
• Strong interpersonal communication skills, especially when supporting a cross-functional team
• Highly organized with strong attention to detail and time management skills
• Demonstrated ability to manage multiple projects simultaneously, ensuring deadlines and objectives are met
• Ability to clearly and effectively communicate financial information, processes, and policies to individuals at all levels
• Experience managing internal systems, office operations, and vendor relationships
• Ability to anticipate challenges and proactively develop solutions
• Collaborative team player with a passion for the arts and BalletX’s mission, and an understanding of how nonprofit arts organizations function and operate