Director of Operations

About Asia Art Archive in America:
Asia Art Archive in America (AAA in A), founded in 2009, is an independently established and operated U.S. 501©3 and the first overseas hub of Asia Art Archive (AAA) in Hong Kong.

AAA’s mission is to act as a catalyst for new ideas that enrich our understanding of the world through the collection, creation, and sharing of knowledge around recent art in and of Asia. By collecting, preserving, and making accessible information on contemporary art from and of Asia, AAA in A facilitates public understanding and specialized research, instigates dialogue and critical thinking, and seeks to raise awareness of and support for the activities of Asia Art Archive in Hong Kong.

To achieve this goal, AAA in A maintains a reading room in Brooklyn Heights which is open to the public free of charge and comprises over 5000 monographs, exhibition catalogs, reference books, periodicals, and audio-visual materials. AAA in A also organizes a regular program of talks, screenings, workshops, participatory projects, and panels with artists, curators, critics, and scholars in the field.

Position Duties and Responsibilities:
Reporting directly to the President of AAA in A, work collaboratively with the Director of Programs and Collection, the rest of the AAA team in New York and Hong Kong, and our community of individual and institutional friends and supporters, with generosity, integrity, curiosity, creativity, and respect, to ensure AAA in A offers the most relevant and highest quality programming, collections, and all other activities, in furtherance of AAA in A’s mission, with a primary focus as follows:

• Development: oversee all development activities, including grant writing and award management, patron cultivation and retention; coordinate charitable appeal campaigns and private patron events; conceive and execute the annual public year-end gala; and maintain meticulous records of all donors/gift/grants for tax purposes.
• Finance: monitor the organization’s cash flow via online payment and bank accounts; manage payroll via ADP; maintain monthly accounting numbers via Quickbooks; prepare and track all tax and charitable filings; liaise/consult with legal and accounting experts; organize annual tax filing and develop annual operating budget in conjunction with the AAA in A President.
• IT: oversee the maintenance and updating of the aaa-a.org website (hosted on WordPress); ensure all office machines (computers, routers, scanners, projectors, audio equipment) are in working order; confirm that all domain, web hosting, and other subscription services are tracked and renewed promptly.
• General office administration: Ensure the effective and efficient administration of all aspects of AAA in A’s activities by managing the daily office and reading room operations, including a wide range of tasks such as coordinating the calendar, arranging meetings, answering phones, filing, scanning, receiving mail/deliveries, etc.; as well as coordinating with and supervising part-time staff, contract workers, and internship participants, including hiring, scheduling and managing compensation.
• External Communications: provide administrative support to the President as necessary, including the organization of the semi-annual Board meetings and all related materials, and the development of external communications and presentations, whether written, in-person or on Zoom; ensure all external communications are clear, well written and properly edited; with the Director of Programs ensure the website and social posts are lively, regular, and accurate; be a proud and positive representative of AAA in A at community and cultural events which you are encouraged to attend.

Requirements

Qualifications:

• 3-5 years of demonstrated experience in non-profit administration.
• Strong interest in contemporary art and Asia and a desire to learn and achieve excellent results.
• Excellent interpersonal and communication skills, including the ability to be consistently gracious, diplomatic, and professional with all levels and locations of AAA in A staff, Board members, donors, visitors, audience members, speakers, and other counterparts and collaborators at organizations outside AAA.
• Excellent organizational skills and attention to detail and quality of results.
• Experience with grants, both grant writing and awarded grant management, is preferred.
• Ability to work under pressure, multi-task, prioritize, set goals and meet them in a timely manner.
• A self-starter able to work independently with minimal supervision.
• Fluent written and spoken English (excellent written and spoken Mandarin - Chinese desirable, as are other Asian languages).
• Strong computer proficiency, including Microsoft Office Suite (Excel, PowerPoint, Word), Adobe Creative Suite, and GSuite. Experience with Quickbooks or other accounting software is a plus.
• Advanced degree in a related field preferred.

Requirements:
- The Director of Operations is a full-time position (40 hours per week with occasional evenings)
- Must be eligible to work legally in the United States.
- Start date as soon as possible, ideally by early May.