Executive Operation Administrator Jobs (NOW HIRING)

Children's Theatre Company (CTC) is seeking qualified candidates for the position of Board & Executive Operations Administrator. This full-time, benefits-eligible position plays a critical role in supporting the day-to-day effectiveness of the executive office, Board operations, and organizational administration. The ideal candidate is a highly organized and detail-oriented professional who enjoys coordinating projects, managing schedules, supporting meetings and events, and helping teams stay connected and informed. Applicants should have strong communication and relationship-building skills, experience providing administrative support in a collaborative environment, and the ability to manage multiple priorities with discretion and professionalism. This role works closely with senior leaders, board members, staff, and external partners to help ensure smooth operations across the organization while contributing to a positive, inclusive, and welcoming workplace culture.

CTC is committed to equity, diversity, inclusion, and justice in our organization and our community, and thus we seek a broad spectrum of employees. We strongly encourage and welcome applicants who are Black, Indigenous, or People of Color, as well as those who are from other underrepresented communities.
Organization Description

Led by Artistic Director Rick Dildine and Managing Director Ryan French, Children's Theatre Company (CTC) is the nation’s leading theatre for multigenerational audiences and is one of the 25 largest producing theatres in the United States. A winner of the Tony Award for Outstanding Regional Theatre, CTC creates extraordinary theatre experiences that educate, challenge and inspire young people. It has set standards of excellence in the quality of its productions, commitment to new work, and innovative education and community partnerships.

Diversity And Inclusion Statement

CTC is dedicated to increasing justice, equity, diversity and inclusion in our audiences, our programs and in all of our hiring for staff, artists, and recruiting of board members.  CTC is committed to a future where our theatre is a home for all people, all families, and is truly reflective of our community.  We are also committed to providing a work environment that is free from discrimination.  CTC prohibits discrimination in employment against any employee or job applicant because of that person’s race, color, creed, religion, ancestry, sex, national origin, disability, genetic information, age, sexual orientation, gender identity, gender expression, marital status, familial status, veteran status, status with regard to public assistance, membership in a local human rights commission or any other legally protected status.

Position Summary

The Board & Executive Operations Administrator serves as the operational anchor for the executive office, primarily focusing on high-level Board governance, strategic executive workflows, and central office infrastructure. This role provides essential calendar management to the Artistic Director (AD) and Managing Director (MD), manages comprehensive Board logistics, and oversees key operational partnerships—specifically managing the business relationship with the organization’s outsourced IT management firm. Serving a staff of 500+ (permanent and seasonal) and a $15M budget, this position facilitates Senior Staff cohesion by tracking strategic plan progress, provides vital administrative support to Human Resources, and coordinates new staff orientations to ensure a seamless institutional culture. This position requires exceptional discretion, process management, and diplomatic communication, without direct oversight of internal department heads.

Core Responsibilities

1. Board Relations (50%)

• Serve as the primary administrative leader for board operations and engagement working with a key fiduciary partner with a high degree of diplomacy.
• Attend all full Board of Trustees and Executive Committee meetings to take, draft, and archive official meeting minutes.
• Coordinate the end-to-end logistics, scheduling, catering, and technological needs for all Board and committee meetings.
• Compile, format, and securely distribute comprehensive board packets, financial dashboards, and committee reports well in advance of meetings.
• Maintain updated, accurate board rosters, committee tracking sheets, and digital governance archives in strict compliance with non-profit bylaws.
• Support the Governance Committee with tracking trustee terms, onboarding new board members, and coordinating annual self-evaluations.

2. Executive & Senior Staff Support (20%)

• Manage complex, high-volume calendars for both the Artistic Director and Managing Director, strategically prioritizing time.
• Act as the primary administrative gatekeeper for the executive office, triaging and routing internal communications.
• Coordinate travel logistics, detailed itineraries, and monthly expense reconciliation for the co-leaders.
• Facilitate Senior Staff/Leadership Team meetings by soliciting agenda topics, building comprehensive agendas, compiling prep materials, and capturing action items.
• Serve as the central tracker for the organization's Strategic Plan, routinely gathering progress updates from department heads on key milestones and maintaining an institutional dashboard for the Managing Director.

3. IT Vendor & Infrastructure Management (15%)

• Serve as the primary business and operational liaison between the organization and the outsourced Managed IT Services Provider.
• Monitor vendor performance against Service Level Agreements, review monthly service metrics, and track IT support ticket trends across the organization.
• Manage the IT onboarding and offboarding workflows, coordinating with the MSP to provision/deactivate hardware, email accounts, and security permissions for all permanent and contract staff.
• Audit and approve monthly IT invoices, track hardware lifecycles, and assist the Managing Director with annual IT budgeting and software licensing renewals.
• Act as the internal escalation point for staff experiencing systemic or unresolved IT infrastructure issues before escalating to the vendor account manager.

4. Operations and HR Administration Support (15%)

• Oversee daily office operations, maintaining office supply inventory, mail distribution networks, and relationships with office equipment vendors (copiers, postage, etc.).
• Serve as the primary point of contact for building management, facilities maintenance, and cleaning crews.
• Coordinate logistics for staff-wide meetings, retreats, and internal institutional events to foster a cohesive organizational culture.
• Partner with Human Resources to manage the administrative side of onboarding, ensuring necessary systems and office logistics steps are completed for incoming permanent and contract staff.
• Under the direction of head of HR, coordinate "New Staff Orientation" process, managing facility tours, handbook delivery, workplace safety compliance overviews, and introducing new hires to organizational workflows.
• Maintain physical and digital personnel files in compliance with labor laws, assisting HR with routine audits and staff-wide communications regarding benefits open enrollment or policy updates.

Qualifications

• 5+ years of progressive administrative experience, with a strong background in non-profit board governance and general office operations.
• Prior experience assisting with Human Resources administrative tasks, staff onboarding workflows, or coordinating new hire orientations.
• Demonstrated experience managing vendor relationships, contract compliance, or outsourced professional services (IT, facilities, or similar).
• Proven ability to manage internal tracking systems, project milestones, or strategic plan dashboards across multiple departments.
• Expert proficiency with calendar management tools (Google Workspace/Microsoft Outlook) and board portals or cloud storage environments.
• Exceptional written communication skills, with a proven track record of taking precise, professional meeting minutes and building executive agendas.
• High emotional intelligence, strict confidentiality, and the ability to navigate complex stakeholder relationships with diplomacy.