Operations Associate
About the Opportunity
Are you an independent, detail-oriented team player with excellent customer service skills? Do you want to inspire real, meaningful change within the Bay via the world of performing arts? Join Opera San José’s team, where you will play a vital role in ensuring that Opera San José raises over $3 million annually.
About the Organization
Now entering its 41st season, Opera San José is one of the leading cultural institutions in Silicon Valley. It is distinctive in maintaining a Resident Company of artists, with onsite Scenic and Costume shops, two apartment complexes for artist housing, and a local scenic warehouse. With a $5.5M budget, Opera San José’s mission and commitment is to incubate talent and innovation across the field.
Position Overview
Opera San José is in search of a proactive and detail-oriented Operations Associate to join our team, responsible for supporting various facets of our organization. Primarily focused on Development Support (50%), this role involves managing gift coding, entry, and acknowledgments, alongside assisting in audits and providing essential event support. Additionally, the Associate will dedicate time to Patron Services (15%), Executive and Board Support (15%), and Office Management/Administrative Support (20%), covering tasks ranging from VIP ticketing services to board meeting logistics and office supply management. This multifaceted position requires strong organizational skills, a commitment to excellence, and the ability to thrive in a dynamic environment where attention to detail is paramount.
Key Responsibilities
Development Support- 50%
Manage accurate coding, entry, and acknowledgment process for all gifts (outright, stock, DAF, GIK, etc.) and event contributions/ticket sales.
Manage data entry and maintenance for the development department (constituent research, contact information, plan steps) and leverage our database in service of overall departmental goals
Assist the Finance Department with annual audit, finding various batches and pledge letters for auditors
Prepares letters and corresponding envelopes weekly and oversees volunteers to process to mail
Participate at all signature events and assist at donor/volunteer events as needed.
Attend multiple on-site events both in the evenings and on weekends as necessary
Provide on-site support with check-in, necessary reports, and logistic support
Assist with event reconciliation, RSVP, and preparation ensuring all auction and event sales are entered into Tessitura, track and process event RSVPs, and maintain, update, and produce guest lists.
Patron Services- 15%
Support the Patron Services Team during high volume times, including but not limited to performance days, the weeks leading up to opening and subscription renewal season.
Manage VIP ticketing services for major donors and institutional funders, including: ticket exchanges and house seat procurement and subscription ticketing requests, documenting upgrade/change requests in Tessitura, and partnering with the box office to fulfill requests
Executive and Board Support- 15%
Help schedule and send invites for meetings of the full Board of Directors and various Board Committee meetings.
Coordinate Board meeting logistics, including venue, setup, and equipment needs.
Serve as point of contact for Board members on logistical matters.
Maintain board files and materials, including meeting minutes, rosters and annual conflict of interest forms
Office Management and Administrative Support -20%
Maintain Operations Manager manual with bi-annual updates, documenting policies and procedures
Collect mail and distribute to staff; send office mail.
Keep administrative, development, and communications files organized and up to date.
Maintain office supplies and equipment, working with appropriate vendors.
Other Duties as assigned
Preferred Experience & Skills
BA Degree, or at least 2 years prior relevant work experience
Strong customer service experience
Exceptional attention to detail and follow-through
Demonstrated ability to problem solve and manage multiple tasks simultaneously
Outstanding verbal and written communication skills
Demonstrated success working collaboratively and cooperatively with others as part
of a team
Proficient in Microsoft Office Suite and Google Applications
Compensation
Opera San José offers competitive wages for its industry and location. This position is classified as full-time non-exempt with a range of $23-$30 per hour, depending on expertise and experience. This position is eligible for company benefits, including 15 days of vacation, generous sick and holiday time, 403b savings with a 3% match, employer-sponsored health plans with a shared premium, and pre-tax flexible spending accounts. Professional development opportunities are available and encouraged for all employees. Benefits may change from time to time as Management determines
This position has some flexibility to work a hybrid schedule with work being done both remotely and on-site at Opera San José's offices at 2149 Paragon Drive, San Jose, CA, and on performance days, at the California Theatre Box Office at 345 S 1st Street, San Jose CA. Regular business hours are Monday to Friday, 9am – 5pm with evening and weekend work during seasonal high-volume periods. There are 24 performances annually, which are evenings or weekend matinees. Travel around the Bay Area for additional donor events will also be expected. The ideal candidate for this role must live or be willing to live in the San Jose/Bay Area.
Company Culture
Opera San José, in desiring a more equitable world, is committed to fostering equity in our art form. Opera in the twenty-first century can and should demonstrate today’s values of equity and inclusion. We believe in building, fostering and sustaining a company that reflects, celebrates and serves the diverse communities of the Bay Area. Opera San José cultivates a work environment that encourages fairness, teamwork and respect among all employees. We are firmly committed to maintaining a work atmosphere in which people of diverse backgrounds may grow personally and professionally.
Opera San José is an equal opportunity employer. It is our strong belief that equal opportunity for all employees is central to the continuing success of our organization. We will not discriminate against an employee or applicant for employment because of race, religion, gender, national origin, ethnicity, age, physical disabilities, political affiliation, sexual orientation, gender identity or expression, marital status, or veteran status in hiring, promoting, training, benefits, recommendations, rate of pay or other forms of compensation. Opportunity is provided to all employees based on qualifications and job requirements.
To Apply:
Please visit https://www.operasj.org/about-us/careers and submit your cover letter and resume. If you have questions about the position feel free to email careers@operasj.org.
San Jose, CA 95131