Operations Administrator

Caipirinha Productions
  • Location
    New York, New York
  • Sector
    Non Profit
  • Experience
    Mid Career
  • Posted
    Sep 21

Position description

Caipirinha Productions, an independent mixed media company active in the fields of film, music, and human rights, is currently seeking a full-time Operations Administrator. The position involves office management and executive-level assistance, as well as over-seeing different aspects of filmmaking from pre-production to distribution. We also have a grantmaking foundation, and the Operations Administrator will be expected to be familiar with all foundation processes with possible participation in the grantmaking process in the long term. 

Tasks include:

-oversee all office management tasks for small team including: purchase & approval of office expenses; ensuring that all items are invoiced and paid on time; contract management and price negotiations with office vendors, service providers and office lease; oversight of IT, office systems and equipment functionality

-help bookkeepers verify all monthly business expenses via credit card statements, wire transfers, petty cash and Paypal

-collect independent contractors’ agreements (contracts, waivers, w-9s), invoices, and help process payments

-supervise and monitor the work of administrativestaff

-assist with logistics and scheduling of international shoots, interviews, meetings, and press interviews for director

-research and book international travel arrangements for director, crew, and collaborators (visas, flights, hotels, transportation, etc)

-film outreach & marketing: booking our films at film festivals, events, universities and via community organizations

-management of distribution contracts and royalties; monitor and track all film-related sales and royalty income

-assist with communications via website & social media updates, monthly newsletter campaigns

-responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, etc

-assist with year-end tax documentation collection, recording, and delivery to accountants

-personal assistance to director, helping with doctor’s appointments, correspondence, errands, travel plans, calendar management, etc

We seek someone diligent in administrative and logistical matters who is also interested in international affairs and globaljustice movements. Applicants should have superior communication skills, including excellent writing abilities, and EXTREMELY strong attention to detail. Moreover, applicants must be self-starters who can complete projects with limited supervision; can manage multiple tasks at once, adapt to a wide variety of tasks with eagerness to wear many hats, and handle a high volume of email correspondence. We are seeking candidates with experience managing teams, developing staffers, and handling interpersonal conflict professionally. The same is true of strong computer skills, including familiarity with spreadsheets, databases, social media, data entry, and marketing platforms.

Application instructions

Please detail your relevant management experience and salary history in your cover letter. Submit cover letter and resume with Operations Administrator in the subject line.

Please be sure to indicate that you saw this position on Globaljobs.org

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