Position Overview
At the Hobby Center for the Performing Arts, the Project Manager works closely with the President and CEO in supporting overall management of the organization. This position is responsible for ongoing functions including board and committee administration, human resources, strategic planning and general administration, as well as supporting special project assignments. The Project Manager is an important player at the Hobby Center demonstrating resourcefulness and an entrepreneurial approach to new and ongoing initiatives.
Managing many projects and priorities, careful attention to detail is necessary, as is the ability to work independently and in teams. Customer orientation is essential as you navigate relationships with board members, donors and important partners of the Hobby Center. This position is often privy to sensitive information and, as such, requires diplomacy and discretion. Knowledge and understanding of the operations of non-profit performing arts organizations is an asset. A thirst for knowledge and orientation to high achievement will ensure success in this role.
Role and Responsibilities
Board and Committee Administration
• Schedule board and committee meetings; coordinate availability of participants; coordinate meeting logistics
• Prepare agendas, minutes and supporting materials including presentations in a compelling and engaging manner; share materials with participants in a timely manner
• Support follow-up on action items and outcomes
• Track board and committee membership as well as prospect activity
• Manage board reporting processes including conflict of interest statements
• Maintain up-to-date board directory
Executive Support
• Provide calendar support as needed including coordinating availability for meetings and events with multiple participants
• Occasionally support coordination of travel and hospitality arrangements
• Serve as liaison for staff and external partners, prioritizing access and information for the President and CEO as helpful to advance day-to-day operations
• Coordinate special gifts occasionally for staff, board, donors, and others
• Support requests, including hospitality and ticketing, for important partners
Human Resources
• Prepare offer letters and other employee-specific communications
• Undertake background checks and verifications of employment
• Schedule and coordinate interviews with candidates and internal participants
• Manage job postings through current software solution, on website, as well as posting to industry listings
• Send HR communications (holiday reminders, new hires, separations, etc.)
• Support onboard and offboarding of employees
• Support COBRA and FSA benefits administration
• Coordinate employee events like holiday party and end of season celebration
Organizational Management
• Prepare communications to staff, partners, board, and other stakeholders
• Lead drafting of presentations, proposals and other materials
• Plan and execute full staff meetings
• Manage organizational profiles on industry portals like GuideStar, BBB Wise Giving Alliance and Charity Navigator
• Manage institutional memberships and participation in associations and organizations like the Association of Performing Arts Professionals (APAP) and Greater Houston Partnership
• Facilitate engagement of consultants serving as primary point-of-contact on project management and execution
• Lead occasional special projects as identified
Strategic Planning
• Serve as key partner to President and CEO in management and execution of strategic plan
• Facilitate tracking and progress on action plans, tactics and key performance indicators
• Manage dashboard reporting for overall organizational health and facilitate reporting for various constituencies
• Develop presentations on strategic plan initiatives and outcomes
• Serve as lead facilitator for industry dashboard reporting and benchmarking
Responsibilities may be amended as needed to meet the organization’s goals and objectives.
