Program Coordinator

Company: Boston Lyric Opera

Company Location: Boston, MA

Job Location: On Site/In Person; Hybrid/Other

Job Type: Full Time

Date Posted: October 15, 2024

Network(s): Artistic Administration; Education & Community Engagement

DESCRIPTION

DEPARTMENT:                     Public Engagement

REPORTS TO:                       Event Manager

SUPERVISES:                         N/A

EMPLOYMENT STATUS:     Full-Time, Exempt

WORK LOCATION(S):  Hybrid -  BLO Office, On-site Work & Remote Work

LOCATION:                           Greater Boston Area 

SCHEDULE:  Occasional evening, nights & weekend work is needed especially during peak programming or seasonal periods

Summary 

Boston Lyric Opera is seeking an enthusiastic and organized Program Coordinator to support Boston Lyric Opera’s educational, administrative, and on-site event work. This role offers the opportunity to work collaboratively across departments and in many Boston venues to deliver exceptional educational programs, community concerts, donor events, and other creative experiences to diverse audiences. The ideal candidate is passionate about the arts and community service, has strong communication and administrative skills, and is eager to learn about program operations and event production at an ambitious, mission-driven company. Scheduling commitments for this role include occasional evenings, nights, and weekend work required during peak season as determined by the team and Events Manager.

Areas of Responsibility 

Program Administration 

• Assist in the planning and execution of 75+ annual programs and events for students, teachers, general audiences, donors, and other BLO constituencies. This includes free public concert programs like Street Stage and Opera Night at the Boston Public Library; the Opera 101 / Opera Stories and Create Your Own Opera educational programs; and donor events like Deconstructing Opera and The Opera Gala (among others).    

• Track departmental action items and support programs and events team members in creating efficient workflows and implementing process improvements. 

• Help create and maintain program and event files including budgets, vendor and partner agreements, floorplans, production timelines, artist contracts, and reports.  

• Perform regular data entry in Tessitura to ensure up-to-date records on community partners. 

• Manage department calendars across multiple platforms. 

• Track deadlines and facilitate departmental communication with sponsors, volunteers, and other internal and stakeholders. 

• Track inventory of production materials, equipment, and supplies and make purchases when necessary.

  On-Site Program & Event Support 

• Support setup, logistics, and coordination at event and program locations across Greater Boston including schools, libraries, parks, restaurants, ballrooms, museums, concerts, and others.

• Engage program participants and audience members as a representative of BLO and ensure a positive event experience for all attendees.  

• Serve in behind-the-scenes technical support roles and troubleshoot issues as needed.  

     Marketing & Promotion 

• Work closely with the PE and marketing teams to provide content for program and event communications according to print and digital publication deadlines.  

• Collaborate on strategies to reach target attendance/enrollment.  

• Capture media (photo, video) at programs and events, and support media distribution to internal and external stakeholders.  

     Program Evaluation 

• Help gather feedback from teachers, students, artists, attendees, and internal and external stakeholders.  

• Assist in compiling reports on event attendance, budget, and participant satisfaction. 

• Collaborate on designing methods to evaluate event success and alignment with BLO’s mission, values, and strategic goals. 

       Other 

• Other duties as assigned.  

Qualifications

• Experience in events, program management, or other administrative work.

• Strong interest in performing arts, education, and community service. General knowledge of opera and/or the performing arts is a bonus. 

• Experience working with diverse ages, cultures, and backgrounds desirable.

• Excellent organizational skills with keen attention to detail 

• Strong written and oral communication skills, and an ability to communicate professionally with diverse stakeholders (artists, vendors, team members, etc.).

• Skill at managing priorities across multiple projects in a busy environment.

• Ability to work independently and as part of a team.

• Basic proficiency with Microsoft Office Suite (Word, Excel, PowerPoint).

  Job Conditions 

  The position is full-time, exempt. Regular business hours are Monday to Friday, with evening and weekend work during seasonal high-volume periods. Administrative work is currently hybrid/remote. Regular onsite work is required for BLO performances and events in Boston and across the greater Boston area (both during the week and/or on weekends). Ideal candidates for this role will live in the greater Boston Area. Candidates must comply with company COVID mitigation and control plans which includes a vaccination policy. Reasonable accommodation may be granted, please mention at the time of application. 

  Salary  

  The salary for this position is based on a candidate’s experience and skills- beginning at $48,000.00-$53,000.00  per year, in addition to a benefits package which includes medical, dental, and vision coverage, a Flexible Vacation policy, 8-hours of paid Volunteer time, 401k retirement plan, and commuter-parking benefit program.

  We also offer a comprehensive EAP (Employee Assistance Program) concierge exclusive to BLO employees and family members. 

  BLO values diversity and is committed to creating an inclusive environment for all employees. All qualified candidates will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age or veteran’s status or any other protected category. BLO is an equal opportunity employer.

   

Desired Start Date: November 1, 2024

BENEFITS

Pay Range: $48,000 - $53,000 Annual