About Boston Center For The Arts

Boston Center for the Arts (BCA) is a multidisciplinary cultural campus in Boston’s South End, home to artist studios, arts organizations, exhibition and performance spaces that together create a dynamic ecosystem of creativity and programming.
Through its residencies and initiatives, BCA serves as an epicenter for an expanding cohort of artists working across all disciplines, and has catalyzed careers by providing fertile ground for experimentation and artistic risk-taking. At its core is the historic Cyclorama, whose distinctive 360-degree form reflects a legacy of immersive storytelling and continues to inspire new experimentation at the intersection of art and technology.
At a time of significant institutional transformation, BCA is deepening partnerships with the City of Boston and cultural leaders across the region while advancing bold commitments in governance, artistic leadership, capital planning, and civic collaboration. Under the leadership of its CEO and first-ever Artistic Director, BCA is building a more connected, artist-centered, and partnership-driven future for the organization and the broader creative community.

Position Concept

The Executive Coordinator to the Chief Executive Officer (CEO) provides high-level administrative, operational, and strategic coordination support to the CEO and serves as a key partner in supporting board operations, institutional initiatives, and cross-departmental coordination across the organization.
This role is responsible for managing executive scheduling and communications while also supporting Board of Directors engagement, vendor and contract coordination, office operations, and special projects aligned with BCA’s evolving institutional priorities and long-term strategic vision.
The Executive Coordinator serves as a central organizational liaison, facilitating communication, coordination, and follow-through across leadership, staff, board members, artists, partners, vendors, and external stakeholders. The ideal candidate is highly organized, proactive, detail-oriented, and comfortable managing multiple priorities in a dynamic and collaborative environment.

Key Responsibilities

Executive Support

• Manage the CEO’s calendar, scheduling, travel coordination, and meeting logistics.
• Prepare agendas, briefing materials, presentations, and follow-up documentation.
• Create internal and external communications on behalf of the CEO.
• Manage prioritizing and coordinating time-sensitive projects and organizational initiatives.
• Maintain confidentiality and professionalism in all aspects of the role.

Board Relations and Governance Support

• Manage Board of Directors and committee meetings, including scheduling, materials preparation, logistics, and follow-up.
• Manage board calendars, governance records, and organizational documentation.
• Responsible for tracking board action items, deadlines, and ongoing committee work.
• Manage communication and coordination between board members, leadership, and staff.
• Assist with onboarding materials and engagement for new board members.

Vendor and Contract Coordination

• Manage vendor onboarding, contracts, renewals, and related documentation.
• Manage timelines, approvals, deliverables, and organizational agreements.
• Coordinate service agreements, consultants, and institutional partnerships.
• Serve as an internal point of coordination between departments and external vendors.

Office and Administrative Operations

• Manage the day-to-day coordination and functioning of the office environment.
• Responsible for mail, deliveries, supply ordering, and general administrative operations.
• Responsible for welcoming and assisting guests, board members, artists, partners, and visitors.
• Manage meeting logistics, hospitality, and onsite coordination for leadership meetings and organizational gatherings.
• Maintain organized administrative systems, files, and shared operational processes.

Organizational Coordination and Special Projects

• Assist with institutional initiatives, events, and strategic projects led by the CEO.
• Support coordination across departments to ensure timely communication and execution.
• Manage and track organizational priorities, timelines, and implementation processes.
• Project management connected to governance initiatives, partnerships, fundraising activity, and campus planning efforts.

Qualifications

• 3-5+ years of experience in executive support, office management, operations coordination, or related administrative roles.
• Experience supporting senior executives, boards, contracts, or complex organizational operations preferred.
• Strong organizational and project coordination skills with exceptional attention to detail.
• Demonstrated ability to manage multiple priorities and maintain professionalism in a fast-paced environment.
• Excellent written and verbal communication skills.
• Strong interpersonal skills and the ability to work collaboratively across departments and with external stakeholders.
• Proficiency with Microsoft Office, Google Workspace, and scheduling/project management systems.
• Interest in arts, culture, and nonprofit work preferred.

Compensation & Benefits

• Salary range: $65,000 – $75,000 commensurate with experience. This is an exempt position.
• Boston Center for the Arts offers 4 weeks of paid time off, and 2 weeks of additional paid administrative closure.
• Benefits: 80% BCA-sponsored health, dental, and vision insurance; flexible spending plans, life and disability; and a 403(b) retirement savings plan.
• This is primarily an in-person position with 1 work-from-home day per week + a bank of remote days to use throughout the year.
• Complimentary tickets to BCA and BCA partner events and performances.

Please submit a resume and a cover letter with your application. Applications will be reviewed on a rolling basis.
Boston Center for the Arts is an Equal Opportunity Employer. The BCA prohibits discrimination based upon an individual’s age, ancestry, citizenship, color, creed, disability, ethnicity, marital status, national origin, race, religion, sex, gender, sexual orientation, veteran status, or any other characteristics protected by applicable federal, state or local law.

ABOUT BCA

A leading force in the city’s cultural community, Boston Center for the Arts has supported thousands of individual artists, small organizations and performing arts companies, who add depth and dimension to the Boston arts ethos. Through residencies and programming, Boston Center for the Arts serves as an epicenter for an expanding cohort of artists working across all disciplines, and has catalyzed careers by providing fertile ground for experimentation and artistic risk-taking.

RACIAL EQUITY COMMITMENT

Black Lives Matter. It is incumbent upon us to act accordingly, and to identify those ways that we, as a leading cultural organization, can stop perpetuating pervasive and systemic white supremacist practices and lead through our actions. Boston Center for the Arts (BCA) is committed to doing the hard work of dismantling even the most subtle forms of white supremacy in our organization, in our practices, and in the work we do to help make Boston a place where ALL artists can live and thrive.

POSITION CONCEPT

The Theatre Rental Manager oversees the full lifecycle of the organization’s theatre rental program, from initial inquiry through financial reconciliation. The Theatre Rental Manager works in collaboration with the Director of Theatre Arts and is responsible for the day-to-day management, scheduling, utilization, and coordination of all theatre spaces on BCA’s campus: Plaza Theatre, Black Box Theatre, Studio 204, Studio 414, Martin Hall and Arts Resource Room. This role manages renter relationships, contracts, scheduling, and on-site logistics while also maintaining financial management – including tracking payments, monitoring budget performance, and developing revenue projections. Serving as the primary liaison between renters and internal teams, including but not limited to – front-of-house, box office and marketing – this role ensures that all logistical and communication needs are successfully implemented and that the stewardship of our spaces honors artists needs while balancing our institutional capacity. The ideal candidate is highly organized, financially literate, client-centered, and comfortable managing both operational details and big-picture planning within a nonprofit arts environment.

KEY RESPONSIBILITIES

Rental & Client Management

● Monitor all rental inquiry channels, including long-term rental applications and rehearsal inquiry forms

● Serve as primary point of contact for renters from inquiry through contract

● Track all necessary renter and internal deadlines related to the rental contract. Including, but not limited to: ○ Payments ○ Insurance ○ Special Event Requests

● Ensure renters receive timely and accurate communication upholding customer service standards set forth by leadership

● Draft, execute, and manage rental contracts and addendums

● Submit finalized contracts for payment processing

● Maintain organized digital contract records

● Collaborate with the Director of Theatre Arts on updating the rental applications, including long term and inquiry forms, each fiscal year
● Manage the open call each fiscal year for long term applications

● Actively cultivate new rental opportunities and partnerships to support earned revenue goals

● Conduct outreach to artists, producers, and organizations to promote rental opportunities in collaboration with BCA Marketing team

● Gather and assess renter feedback to improve systems, communication, and overall program effectiveness, in collaboration with the Director of Theatre Arts

● Support equitable access to rental opportunities and inclusive practices within the rental program

 

Rental Logistics

● Update and maintain all theatre and studio calendars

● Approve rehearsal and performance schedules with renters based on space availability and applicable hours of operation

● Distribute rehearsal and performance access information

● Coordinate and maintain cleaning schedules

● Review and approve renter marketing materials for alignment and accuracy

● Serve as the primary liaison between renters and internal departments including marketing, box office, and front-of-house

● Provide on-site support as needed to ensure successful execution of rental activity

● Ensure renter compliance with all venue policies, insurance requirements, and safety regulations

● Document and address any incidents, damages, or contract violations in coordination with operations and leadership

 

Financial Management & Oversight

● Send invoices for short term and long term rentals as it relates to all theatre spaces.

● Track rental payments and outstanding balances

● Conduct financial reconciliations related to rental activity

● Monitor and track rental program budget performance in collaboration with the Director of Theatre Arts

● Develop short- and long-term financial projections in collaboration with the Director of Theatre Arts

● Provide regular revenue and performance reporting to BCA Senior Leadership

● Ensure contracts align with approved rates and budget goals set by the Director of Theatre Arts and BCA Senior Leadership

 

QUALIFICATIONS

Knowledge and Experience

● 3–5+ years experience in venue operations, arts administration, or rental management

● Experience with budgeting, financial reporting, and reconciliation.

● Experience drafting and managing contracts

● Excellent organizational and time management skills

● Familiarity with scheduling softwares and project management databases (such as Asana, Trello, Artifax)

● Strong written and verbal communication

● Ability to manage multiple projects and timelines simultaneously

● Experience in nonprofit arts organizations preferred

 

Personal Qualities

● Detail-oriented and systems-driven

● Client-focused with strong interpersonal skills

● Respects and values diverse perspectives

● A positive, nimble, and creative thinker with a proven ability to take initiative and tackle complex challenges

● Strong organizational skills and attention to detail

● Collaborative, flexible, and team-oriented

● Proactive problem solver with the ability to adapt in a fast-paced environment

● Comfortable working independently and cross-functionally

● Demonstrates integrity, professionalism, and respect in all interactions

● Possesses a genuine passion for the arts and cultural work

 

JOB STRUCTURE AND BENEFITS

This is a full-time, exempt position.

● Compensation range: $55,000 – $60,000 based on experience.

● Boston Center for the Arts offers a comprehensive benefits package including 4 weeks of paid time off, and 2 weeks of additional paid administrative closure.

● Benefits: 80% BCA-sponsored health, dental, and vision insurance, flexible spending plans, short-term disability, and a 403(b) retirement savings plan.

● This is primarily an in-person position with 1 work-from-home day per week + a bank of remote days to use throughout the year.

● Complimentary tickets to BCA and BCA partner events and performances.

Please submit a resume and a cover letter with your application. Applications will be reviewed on a rolling basis.

Boston Center for the Arts is an Equal Opportunity Employer. The BCA prohibits discrimination based upon an individual’s age, ancestry, citizenship, color, creed, disability, ethnicity, marital status, national origin, race, religion, sex, gender, sexual orientation, veteran status, or any other characteristics protected by applicable federal, state or local law.

ABOUT THE BCA
A leading force in the city’s cultural community, Boston Center for the Arts (BCA) has supported thousands of individual artists, small organizations, and performing arts companies, who add depth and dimension to the Boston arts ethos. Through residencies and programming, Boston Center for the Arts serves as an epicenter for an expanding cohort of artists working across all disciplines, and has catalyzed careers by providing fertile ground for experimentation and artistic risk-taking. Boston Center for the Arts is committed to building a team that reflects the diversity of Greater Boston. People of color, members of the LGBTQ community, and people with disabilities are strongly encouraged to apply.

RACIAL EQUITY COMMITMENT
Black Lives Matter. It is incumbent upon us to act accordingly and to identify those ways that we, as a leading cultural organization, can stop perpetuating pervasive and systemic white supremacist practices and lead through our actions. Boston Center for the Arts (BCA) is committed to doing the hard work of dismantling even the most subtle forms of white supremacy in our organization, in our practices, and in the work we do to help make Boston a place where ALL artists can live and thrive.

POSITION CONCEPT
This is a freelance, gig-based, over-hire position. There are no set hours week to week. Venue Associates at the Boston Center for the Arts work within the Operations department and support the Venue Manager. Venue Associates will work as general hands in various spaces and support event rentals across our campus. The Venue Associates help ensure our venues align with the safety standards of the Boston Center for the Arts and governing safety entities, and they will also serve as an ambassador for the history and mission of BCA.

Responsibilities include

The duties of this position include, but are not limited to:

• Serve as a representative of BCA for vendors and clients using BCA-operated spaces, including but not limited to the Cyclorama, Mills Gallery, and Plaza Theatres spaces.
• Assist with ensuring public safety.
• Provide production support for events and maintenance in BCA spaces, as necessary. This may include painting, cleaning, building, maintaining, setting up, operating, and breaking down various on-site equipment.
• Assist Venue Managers in supervising heavy vendor load-ins, installs, and strikes.
• Work possible early morning shifts and/or late night and overnight shifts. See job structure and rate for info regarding cab/rideshare reimbursement.
• Enforce BCA policies with outside vendors and clients.
• Maintain clean, organized, and safe operation and maintenance of venues and outdoor public spaces.
• Assisting the Operations department with maintaining venue-specific inventories and paperwork.
• Other duties as assigned.

Knowledge and Qualifications:

The successful candidate will possess most, if not all, of the following:

• Have at least two years of experience working in theatre, live events, or house management or have a
  relevant college degree.
• Basic knowledge in technical production or live event work is a plus. This includes but is not limited
  to lighting, stage management, carpentry, electrical, audio, rigging, and/or staging.
• Ability to operate basic hand and power tools.
• Ability to lift a minimum of 50 pounds and be active and attentive for long periods of time.
• Strong ability to manage event-specific technical issues and requirements.
• Crowd management certification and crowd management training (will be provided by the BCA).
• Strong customer service skills and experience working in a fast-paced environment.

Personal Qualities:

• Respects diverse perspectives.
• An agile, creative thinker with a proven ability to take the initiative and tackle complex challenges.
• Able to work independently and as a self-starter.
• Strong organizational skills and time management.
• Strong written and verbal communication skills.
• Flexible, collaborative, and team-oriented.
• Open to feedback.

While performing the duties of this job, the employee is required to stand, walk, sit, bend, and stoop; use hands to operate objects, tools, and/or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch and/or crawl; talk and/or hear; taste and/or smell. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. The Employee must be able to work in both outdoor and indoor work environments.

JOB STRUCTURE AND RATE:

The rate for this position is $20/hr, W2 is required. This is an hourly, event-based flexible-time position. Event shifts may include early morning and late-night shifts. BCA will reimburse cabs or rideshare rides taken when working past midnight and before 6am when a reimbursement application is submitted within two weeks of the event.

This position must work in-person, on-site at the BCA campus; there is no option for fully remote work. Additionally, it is a requirement for all staff to provide proof of COVID-19 vaccination and boosters and adhere to all safety regulations.

APPLICATION:

Please send resumes and cover letters to cycloramaproduction@bostonarts.org with the subject line: “Venue Associate Applicant” and your name.

Boston Center for the Arts is an Equal Opportunity Employer. The BCA prohibits discrimination based upon an individual’s age, ancestry, citizenship, color, creed, disability, ethnicity, marital status, national origin, race, religion, sex, gender, sexual orientation, veteran status, or any other characteristics protected by applicable federal, state or local law.