Office Manager

Summary

The Office Manager for the CHANEL Center for Artists and Technology (CCAT) is responsible for overseeing the day-to-day administrative and operational needs (non-technical) of this newly established center at California Institute of the Arts. This grant-funded position plays an integral role in building the foundation of CCAT by combining executive support, operational coordination, and a collaborative spirit suited to a dynamic, cross-disciplinary / cross-industry environment.

CCAT is a visionary initiative that positions artists at the forefront of shaping the evolving technologies that define our world, establishing CalArts as the hub of a new ecosystem of arts and technology. Beginning with research nodes in Artificial Intelligence (AI)/Machine Learning and Digital Imaging, CCAT serves as an incubator where artists and technologists collaborate to imagine and generate new knowledge that reaches beyond the Institute and across industries.

The Office Manager will provide executive assistant support to the Executive Director of CCAT while coordinating the full administrative infrastructure of the center, including supporting an initial phase of facility establishment. This is a unique opportunity to shape the operational identity of a landmark new initiative at one of the world’s leading arts institutions.

The Office Manager must maintain a high level of professionalism and cultural competency to interact with a diverse range of stakeholders, including faculty, students, artists, technologists, external partners, and funders. They must be able to manage multiple priorities simultaneously, work independently from inception to completion on projects, and adapt with flexibility in a fast-paced, evolving environment. This role requires sound judgment, strong organizational skills, and a genuine enthusiasm for the intersection of art and technology.

Reporting to the Executive Director of CCAT, the Office Manager position focuses on four primary areas: Executive Support, Office Management and Administration, Facilities and Vendor Coordination, and Finance and Budget.

This is a grant-funded position. Continued employment is contingent upon the availability of funding from the CHANEL Culture Fund and any successor or supplemental grant sources. There is no guarantee of continued employment beyond the period for which funding has been secured.

Essential Job Functions

Executive Support

• Provide executive assistant support to the Executive Director of CCAT, including calendar management, scheduling, travel coordination, and correspondence.

• Research, prioritize, and follow up on incoming issues and concerns addressed to the Executive Director, including those of a sensitive or confidential nature, and determine the appropriate course of action, referral, or response.

• Manage meeting logistics for the Executive Director, including preparation of agendas, coordination of attendees, and follow-up on action items.

• Take notes at meetings, transcribe as needed, and distribute materials and action items to relevant parties in a timely manner.

• Follow up regularly on delegated tasks, providing appropriate reminders to ensure deadlines and commitments are met.

• Handle sensitive and confidential matters with the utmost discretion and professionalism.

• Other duties as assigned.

Office Management and Administration

• Coordinate the day-to-day administrative operations of CCAT, serving a team of approximately 10 staff and contractors, and ensuring efficient and professional office functioning.

• Establish and maintain office policies, procedures, and filing and document management systems appropriate to a newly launched center.

• Manage procurement of office supplies, equipment, and resources necessary to support CCAT’s programs and its staff and contractors.

• Coordinate mailings, communications, and logistics for the CCAT team.

• Support onboarding of new CCAT staff and contractors, including coordination of administrative setup, system access, and orientation.

• Provide logistical support for CCAT events and activities, including coordinating travel and schedules for guest artists and guest speakers, and managing day-of logistics to ensure smooth execution.

• Other duties as assigned.

Facilities and Vendor Coordination

• Support the initial establishment phase of the CCAT facility, including coordination with vendors, contractors, and construction or installation teams.

• Serve as an administrative point of contact for scheduling, tracking, and communicating timelines related to facility build-out, installation, and setup.

• Manage vendor relationships, contracts, and service agreements on behalf of CCAT, in coordination with Institute procurement and legal processes.

• Liaise with CalArts facilities, IT, and other campus departments to ensure CCAT’s physical and technological infrastructure meets operational needs.

• Oversee management of reservations and scheduling for CCAT spaces and resources.

Finance and Budget

• Manage and reconcile invoices, contracts, purchase orders, and expense reports for CCAT.

• Process reimbursements and payments for staff and contractors in a timely and accurate manner in accordance with CalArts policies.

• Assist in tracking CCAT’s operational budget and provide regular updates and reconciliations to the Executive Director.

• Make annual recommendations for budget adjustments as appropriate.

• Maintain organized records of all financial transactions and documentation.

Experience

A Bachelor’s degree or equivalent work experience is required. 5–7 years of demonstrated, progressively responsible experience in executive support, office management, project coordination, and administration. Experience in educational, arts, or nonprofit settings, new program or facility start-up environments, and supporting executive-level leadership preferred.

Required Skills/Abilities

• Demonstrated success in project management, time management, and organizational skills, with the ability to manage multiple complex priorities simultaneously within firm schedules.

• Demonstrated ability to act autonomously on projects from inception to completion.

• Experience maintaining confidentiality with executive management, external partners, and sensitive institutional matters.

• Excellent written and verbal communication skills, with the ability to express ideas clearly and professionally to a wide variety of stakeholders.

• Comfort working in a startup-phase environment and contributing to the building of new systems, processes, and culture.

• Enthusiasm for the intersection of arts and technology, and curiosity about CCAT’s mission.

• Knowledge and experience with Google Workspace and Microsoft Office Suite, including Word, Excel, and PowerPoint.

• Experience or knowledge of Sprint based program management is a plus.

• Comfort with presentation and collaboration technologies, including video conferencing platforms (e.g., Zoom) and associated hardware and software.

• Maintain a valid driver’s license and reliable transportation.

• Ability to work in-person in Valencia, with the possibility of traveling within Los Angeles County.