Operations Assistant

Studio ACE is seeking a highly organized, detail-oriented Operations Assistant to support day-to-day operations across our gallery, volunteer program, classroom, and retail/creative engagement space. This role works closely with the Executive Director and helps ensure smooth coordination between programs, artists, volunteers, and the public.

This is a dynamic position for someone who enjoys both administrative work and hands-on involvement. You do not need to be an artist. We are looking for someone who is organized, reliable, and excited to work within established systems and community-focused programming.

This is an entry-level position, ideal for someone early in their career who is eager to learn. Studio ACE has established systems, processes, and training materials in place, and the Operations Assistant will be trained to manage and support these systems over time.

This role prioritizes coordination, systems management, and support—rather than independently executing all tasks. The position works in close collaboration with the Executive Director, with responsibilities increasing as the candidate becomes more comfortable and experienced.

Key Responsibilities

Gallery Support

• Assist with exhibition preparation and maintenance
• Create and install artwork labels and text panels
• Coordinate intake and outtake of artwork
• Support off-site gallery coordinator with on-site needs
• Ensure each exhibition is organized and fully prepared

Volunteer Coordination

• Recruit, interview, and onboard new volunteers (in collaboration with the Executive Director)
• Manage volunteer paperwork and records
• Communicate schedules and opportunities
• Build and maintain an engaged volunteer base
• Coordinate volunteers to support the gallery, classroom, shop, and creative space
• Plan and support annual volunteer appreciation efforts

Workshop & Teaching Support

• Participate in interviews with prospective teaching artists alongside the Executive Director
• Assist with onboarding, paperwork, and scheduling of workshops
• Coordinate logistics between instructors, classrooms, and programming
• Help ensure classes and workshops are organized and well-supported

Communications (Optional/Preferred)

• Prepare and distribute weekly e-blast/newsletter
• Support general communications related to programs and events

Shop & Creative Space Operations

• Support operations of the Studio ACE Creation Station & Art Shop (an evolving creative engagement space, with approximately 40% retail / 60% activated space)
• Manage vendor intake and outtake processes
• Track and reconcile weekly sales and cash register totals
• Prepare and distribute monthly vendor reports
• Coordinate volunteers to staff the shop and creative space

Important:
This role is designed to coordinate and manage staffing—not to regularly cover shifts. During the initial training period, the Operations Assistant may spend time working in the shop or creative space to learn systems and workflows. However, ongoing responsibility is focused on organizing and supporting volunteers rather than serving as primary staff coverage.

Schedule & Availability

• 32 hours per week, with potential to grow into a full-time role
• Primarily on-site, with occasional flexibility for administrative work
• Availability for occasional evenings/weekends is required, which includes but is not limited to:
• Gallery openings (typically Saturday evenings)
• Community events and festivals (weekends, in a support role)

Qualifications

• Strong organizational skills and attention to detail
• Excellent communication and interpersonal skills
• Ability to manage multiple systems and responsibilities simultaneously
• Comfortable learning and working within established processes
• Interest in nonprofit work and community engagement
• Experience with administration, retail, events, or volunteer coordination is a plus

Ideal Candidate

• Early-career professional (recent graduate or within first few years of work experience)
• Reliable, proactive, and systems-oriented
• Comfortable coordinating people, schedules, and logistics
• Enjoys working behind the scenes to make programs successful
• Interested in gaining hands-on experience in nonprofit arts operations
• Motivated by mission-driven work and community impact

About Working at Studio ACE

Studio ACE is a nonprofit organization dedicated to creativity, community, and access to the arts. This is not a high-paying corporate role—it is an opportunity to gain meaningful experience, contribute to a mission-driven organization, and be part of a growing creative community.

This position is well-suited for someone looking to build skills over 1–2 years in arts administration, nonprofit operations, or community programming, with the potential to grow into a larger role as the organization expands.Studio ACE is an equal-opportunity employer.

Job Type: Part-time

Pay: $22.00 - $24.00 per hour

Benefits:

• Flexible schedule

Work Location: In person