Career Opportunity: Senior Operations Manager

Position Summary 

Reporting to the Director & CEO , the Senior Operations Manager is responsible for the efficient day-to-day administration and operations of the gallery. This role provides administrative, operational, and human resources support to ensure the organization functions effectively and delivers a positive experience for staff, volunteers, visitors, artists, donors, and stakeholders. The Senior Operations Manager serves as a central point of coordination across departments and supports the implementation of organizational policies, procedures, and strategic priorities. 

Key Responsibilities 

Office Administration & Operations 

• Oversee the day-to-day operations of the gallery office.  

• Develop, implement, and maintain administrative systems, procedures, and records management practices.  

• Coordinate office equipment, supplies, and service providers.  

• Manage staff responsible for rentals and support the coordination of events held within those areas.   

• Ensure proper management of incoming rental inquiries and timely responses to internal and external stakeholders.  

• Maintain organizational calendars and coordinate meeting schedules as required. (e.g. internal events, vacations, training, etc.) 

• Prepare correspondence, reports, presentations, and other documentation as needed by senior management. 

• Provide administrative support to the Executive Director and leadership team.  

• Coordinate Board and committee meeting logistics, materials, and records.  

• Prepare agendas, meeting packages, and minutes as required.  

• Maintain corporate records and governance documentation.  

• Provide visitor services and event support through the management of staff responsible for gallery spaces and event operations.   

• Coordinate administrative logistics for all Gallery events, including scheduling, space allocation, and equipment rentals.  

• Work with the Head of Security & Facilities to coordinate any changes that impact daily operations, staff and Health & Safety regulations. 

• Support donor, member, and stakeholder engagement activities through administrative coordination with internal staff.  

Human Resources Administration 

• Coordinate employee onboarding and offboarding activities.  

• Maintain employee records and personnel files in accordance with privacy requirements.  

• Support recruitment activities, including posting positions, scheduling interviews, and coordinating candidate communications.  

• Assist with payroll submissions, vacation tracking, and leave management. 

• Support employee training and professional development administration.  

• Assist with the creation and implementation of workplace policies and procedures.  

Asset Management 

• Coordinate building maintenance, repairs, and service contracts.  

• Work with the Manager of Security & Facilities to coordinate service and manage access to gallery facilities and systems (e.g. keys, security cards, and access control systems). 

• Assist in ensuring compliance with workplace health and safety requirements.  

• Liaise with IT service providers regarding technology needs and issues.  

Qualifications 

Education 

• Diploma or degree in Business Administration, Office Administration, Human Resources, or a related field.  

• Equivalent combination of education and experience may be considered.  

Experience 

• Minimum 3–5 years of progressively responsible administrative or office management experience.  

• Proven leadership skills  

• Experience supporting human resources functions.  

• Experience in a non-profit, arts, cultural, or public sector environment is considered an asset.  

Knowledge, Skills & Abilities 

• Strong organizational and time management skills.  

• Excellent written and verbal communication skills.  

• Ability to manage multiple priorities and deadlines.  

• Strong attention to detail and accuracy.  

• Proficiency in Microsoft Office Suite and business software applications.  

• Knowledge of basic HR and administration practices.  

• Ability to maintain confidentiality and exercise sound judgment.  

• Strong interpersonal skills and customer-service orientation.  

• Ability to work independently while collaborating effectively with a diverse team.  

Reporting Relationship 

• Reports to: CEO & Director 

• Direct Reports: Retail center (Gift Shop), rental Team (Gallery Services Coordinator & Assistants) , administrative staff, and other employees, as assigned.