Jacob’s Pillow seeks a Programming Operations Manager to join the Programming Department and work closely with/report directly to the Producing Director. The Programming Operations Manager oversees all logistics for advancing The School, Archives, Community Engagement, and Pillow Lab guests. This includes oversight of all transportation arrangements, visa processing, and status, booking housing onsite and offsite, meal coordination with the Stone Dining Room, arranging complimentary tickets, and liaising with the Health Care Coordinator to support wellness for all guests. The Programming Operations Manager will play a significant role in tracking the Programming Department’s annual budget, assist with special events, collaborate with local business partners, and help realize the logistical requirements for all events associated with performance programming at the Pillow.
Lead the coordination of all logistical operations and systems that support welcoming guests of the Pillow, including but not limited to Pillow Lab residencies, festival artists, dancers and faculty of The School, Community Engagement guests, scholars, staff, and The services the Programming Department provides to these groups include but are not limited to visas, transportation, accommodations (both onsite and offsite), food, hospitality, health care services, scheduling of studios, catering, organizing, and executing events.
Maintain a safe, healthy, and inclusive work environment at all times.
Manage calendar and booking of 120 rooms onsite; liaise with facilities to ensure housekeeping is on schedule and facilities are prepared. When rooms are not available onsite, arrange for offsite housing and maintain relationships with local hotel vendors, summer rental properties, etc.
Supervise seasonal and hourly drivers, coordinate logistics with rental cars, secure other transportation vendors as necessary, and manage the booking and scheduling of all transportation and Pillow vehicles.
Provide feedback and weekly numbers of dietary restrictions to the Stone Dining Room staff.
Work with the Health Care Coordinator to ensure support for all visitors with regard to wellness and coordinate transportation as needed to area services.
Work with a visa consultant as directed to ensure all visas are processed on a timely basis.
Coordinate the production of informational materials for artists, faculty, interns, staff, and dancers of The School.
On-call for campus emergencies in collaboration with other team members.
Support in processing payments, receipts, and budget monitoring for the department.
Maintain early and constant communication with the Producing Director regarding coordination of guest’s requirements and festival resources.
Supervise seasonal interns in their specific duties and offer advice and guidance toward the completion of the assigned tasks.
Assist with the seasonal opening and closing of the Festival's performance spaces, studios, exhibition spaces, and temporary tents.
Facilitate weekly meetings with The School, Archives, and Community Engagement staff to plan for upcoming guest logistics
and participate in weekly departmental meetings.
Completion of Adult/Child CPR and First Aid Training (provided to staff prior to Festival).
Assist special events team as needed.
Ability to work proactively, creatively, flexibly, and collaboratively.
Experience with budgeting and scheduling.
Proficiency with the Google App suite.
Strong attention to detail and excellent interpersonal skills.
3-5 years of related experience in hospitality, company management, artist services, or arts administration.
Willingness to be helpful and adjust priorities at a moment's notice.
Willingness to respond to urgent needs outside of office hours.
Keen attention to detail, ability to anticipate complications, and problem-solving efficiently.
Candidates should be organized and detail-oriented, with the ability to work independently and on a team.
Valid driver’s license.
Comfortable driving a 12-passenger van.
Multilingual communication skills.
Event coordination, catering, restaurant, and hotel experience.
Passion for mentoring interns and young career professionals.
SKILLS & QUALITIES
Active commitment to Inclusion, Diversity, Equity, and Accessibility.
Excellent communication, critical thinking, and organizational skills.
Analytic and empathetic problem-solving, conflict resolution, negotiating, and mediation skills.
Ability to adapt to interdepartmental working styles.
Demonstrated ability to conceive, strategize, manage, and prioritize between multiple projects with accuracy and attention to detail.
WORKING CONDITIONS & PHYSICAL DEMANDS
Moving objects 25-50 lbs alone or with assistance
Working outside in inclement weather and wooded areas.
Extended periods of standing and sitting.
Working nights and weekends.
Working in shared office spaces at a stationary desk.
Jacob’s Pillow is a National Historic Landmark, recipient of the National Medal of Arts, and home to America's longest-running international dance festival, currently in the midst of its transition to becoming a year-round center for dance through a five-year strategic plan titled Vision ‘22. Each Festival includes more than 50 national and international dance companies and over 500 free and ticketed performances, talks, tours, classes, exhibits, events, and community programs. The School at Jacob’s Pillow is one of the field’s most prestigious professional dance training centers. The Pillow provides professional advancement opportunities across disciplines of arts administration, design, video, and production through seasonal internships and a year-round Administrative Fellows program. With growing community engagement programs, the Pillow serves as a partner and active citizen in its local community. The Pillow’s extensive Archives, open year-round to the public and online chronicle more than a century of dance in photographs, programs, books, costumes, audiotapes, and videos.
Jacob’s Pillow is committed to providing an inclusive, diverse, accessible, and equitable environmen...t that cultivates the celebration of the art of dance and its positive impact on communities. Jacob’s Pillow’s mission is to support dance creation, presentation, education, and preservation; and to engage and deepen public appreciation and support for dance. Organization-wide values include inclusion, leadership, integrity, flexibility, partnership, and sustainability.
Jacob’s Pillow is a registered 501(c)(3) not for profit organization that provides equal opportunity for all employees and applicants for employment without regard to race, color, creed, religion, gender, sexual orientation, national origin, age, marital status, mental or physical disability, pregnancy, military or veteran status, or any other basis prohibited by state or federal law. This policy also prohibits employees from harassing any other employee for any reason including, but not limited to, race, religion, sex, national origin, age, or disabled status.