Operations Manager

Written By Beck Garcia

Organization: Alberta Abbey Foundation

Reports to: Executive Director

Status: Full-Time, Salaried

Hours: 40 hours/week

Pay: $65,000–$70,000, commensurate with experience

Schedule: Primarily on-site (4 days/week in-person, with one fl exible remote day)

Job Summary

The 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 Responsibilities

Contracting & Advancing

  • Prepare and route contracts for artist agreements, rentals, and space use agreements; send to clients and ED via DocuSign for execution

  • File fully executed contracts in Google Drive and send team notifi cations and client intro emails upon execution

  • Gather Certificates of Insurance (COIs) for space use agreements and Fever shows; track and follow up on expiring COIs

  • Confirm seating maps and ticket counts; ensure client/Abbey communication is moving forward

  • Verify that Abbey show times match client ticketing sites; answer client questions or direct to the correct team member

  • Collect W-9s and add to the shared BooksToGo folder

  • Create and send invoices to clients via QuickBooks Online; track accounts receivable and follow up on outstanding balances as needed

Production & Event Logistics

  • Lead weekly Thursday production meetings and manage production action items through to completion

  • Maintain and update internal scheduling and venue management systems to keep show details current

  • Oversee run of show documents, guest lists, and artist settlements in coordination with the ED

  • Serve as floor support and operational backup during events as needed

  • Coordinate artist radio appearances and in-person promotional logistics

  • Oversee 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 production

  • Serve as the primary liaison between the Technical Director and clients/artists, facilitating clear communication around technical needs, production requirements, and advance logistics

  • Review incoming artist and event inquiries for basic fit and feasibility; flag to the ED and Programming Committee for mission alignment review and final decisions

Staffing & Scheduling

  • Gather Abbey staff availability, assign event shifts, and add schedules to the staffing/scheduling platform

  • Request shift support from PeopleReady Staffing as needed; cross-check staffing spreadsheet on Mondays

  • Serve as the primary point of contact between the organization and all front-of-house staff, including temporary and contracted workers

  • Collaborate with the Executive Director to develop, implement, and maintain front-of-house orientation materials and onboarding processes

Systems & Operations

  • Assess operations, processes, and project management workfl ows; make recommendations for greater efficiency and implement improvements in collaboration with the ED

  • Contribute to internal documentation, onboarding materials, and organizational systems

  • Maintain in-venue signage and postering

  • Approve staff hours for contracted agency staff via the agency's platform every Monday; cross-check against the staffing spreadsheet

  • Conduct venue tours for prospective clients and community partners

Team & Administrative

  • Attend weekly staff meetings (Wednesdays) and lead production meetings (Thursdays)

  • Fill in across roles as needed to ensure successful event execution

  • Own 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 shows

  • Partner with the Digital Assets & Marketing Manager to support promotional efforts, ensure event details are accurate across channels, and provide operational context for campaigns and communications

  • May oversee future programming initiatives, including summer camps and other community-facing programs, as the organization's offerings expand.

Benefits

Benefits include:

  • Medical, vision, and dental insurance

  • Paid time off

  • Complimentary tickets to Alberta Abbey events

Qualifications

  • 3+ years of experience in arts administration, venue operations, event production, or a related field

  • Strong organizational skills and ability to manage multiple concurrent projects and deadlines

  • Experience with contracting, advancing, and event logistics in a live venue or performing arts context

  • Excellent written and verbal communication skills

  • Excellent attention to detail and organization, with the ability to manage complex schedules and logistics accurately

  • Sound judgement and discretion when handling confidential and sensitive information

  • Proficient in Google Workspace; experience with venue management, e-signature, HR, and scheduling platforms a plus

  • Ability to work independently and make sound operational decisions with limited supervision

  • Proactive and self-directed, with the ability to take ownership of responsibilities while working collaboratively with a team

  • Commitment to Alberta Abbey's mission of nurturing the creative, visual, and performing arts in N/NE Portland by amplifying opportunities for Black and underrepresented communities

  • Flexible availability, including some evenings and weekends based on event schedule

  • Technical Skills

  • Proficiency in Google Workspace (Gmail, Drive, Docs, Sheets, Calendar)

  • Experience with event tracking systems

  • Comfort using standard office technology and virtual meeting tools

  • Physical Requirements

  • Must be able to lift up to 30 lbs

  • Comfortable being on feet and climbing stairs for extended periods during events

  • Evening and weekend availability required based on event schedule

Compensation

The 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, qualifi cations, and other job-related factors permitted by law.

Additional information

Equal Opportunity Employer

Alberta 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 Accommodations

In 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 confi dential.

Additional Notes

The 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 Apply

Submit 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

Beck Garcia