Job Description

The Executive Director of Operations for the Cattern House (ED) under the Office of the President ensures a hospitable experience for guests interacting with the Office of the President. The ED serves as its representative, and therefore, the Institute follows our mission to “transform ourselves, each other, and the world” through the work that CalArts’ artists make. The ED functions at the intersection between day-to-day logistics and events, working collaboratively with other members of the Office of the President, Offices of Advancement, Facilities Planning and Management, and other key stakeholders at the Institute to perform this role successfully. In support of the President’s role as the chief spokesperson for the Institute at local, state, national, and international levels, the ED will create, implement and maintain a classification of experiences, with varying degrees of scope, for guests and other constituents that interact with the President both on and off-campus. The ED is responsible for the operations of the Cattern House, a new multi-tiered event venue, guest house, and residence in South Pasadena, CA.

Day-to-day responsibilities include but are not limited to managing the Cattern House master reservation system; developing and upholding policies and procedures regarding Cattern House use; overseeing the coordination of services to maintain Cattern House functions; executing specific programs and initiatives, including campus tours, guest visits, and short-term stays from external constituents both domestic and international; ensuring timely and suitable communications with a variety of constituents, which includes members of the CalArts Board of Trustees (BOT), students, alumni, faculty, staff, friends and donors, policymakers, local community members, and state, national, and international dignitaries.

The ED must maintain a high level of professionalism and excellence to ensure a positive user experience to represent the Office of the President. The ED must possess the cultural competencies and flexibility to interact with a diverse group of stakeholders. They must be able to work independently on projects from conception to completion, serve as a consummate collaborator, establish and maintain deadlines, create and execute appropriate planning and afteraction meetings, and handle various activities simultaneously. They must be able to successfully navigate in an extremely fast-paced, politically sensitive environment while managing multiple priorities. This requires sound judgment, decision-making skills, thoughtful perception, and the utmost discretion.

Reporting to the Chief of Staff, the Executive Director of Operations position focuses on three primary areas: Signature Events Management, Cattern House Management, and General Operations.

Qualifications

ESSENTIAL JOB FUNCTIONS

Signature Events Management:

• Develops and/or maintains highly professional standards and procedures for all events in the Office of the President consistent with the mission, image and reputation of CalArts.
• Serves as the primary contact for matters of Institute policy and protocol for events (e.g., event format, image projection, and etiquette to be observed).
• Manages the coordination and logistics of event catering and staff.
• Plans production, management, and execution of a range of event profiles, and less formal events for diverse and distinguished guests.
• Formulate creative ideas, analyze, evaluate, and negotiate details.
• Demonstrate strong project, time management, and organizational skills, with the ability to manage details of multiple and complex projects within firm timeframes, and set priorities.
• Perform functions to effectively achieve event goals in a manner that enhances the image of the Institute.

Cattern House Management:

• Creates and implements a taxonomy of experiences of various scope to be hosted at Cattern House (e.g. small dinner; cocktail party; small/medium/large exhibitions, performances, and lecture/discussions; formal seated dinner; large special occasion party, etc.)
• Manages the execution of events at Cattern House; liaise and provide direction to the contractors/vendors (such as caterers, producers, event planners, etc.) for all activities at the facility.
• Ensures that the facility is adequately prepared for a variety of activities and guests, including donor dinners, fundraising events, alumni receptions, student receptions, and other events.
• Oversees the coordination of general facilities maintenance and custodial schedules and activities, including work performed by external service providers.
• Serves as the primary contact for all matters pertaining to the use, access and authorization of the Cattern House.

General Operations:

• Partner with the President’s Office administrative team and Chief of Staff on Institute, Board of Trustees, VIP-level visitors, community and fundraising events.
• Manages VIP–level visits in collaboration with the Deputy and Chief of Staff.
• Ensures smooth operations and logistics between the Cattern House and the President’s residence, related to the facility.
• Manages logistics for VIP transportation, including the use of Institute vehicles and contracted car services.
• Other duties as assigned.

EXPERIENCE

A Bachelor’s degree or equivalent work experience required, 15 years of demonstrated, progressively responsible experience in hospitality management, project, facilities and project management experience and, event planning required. Experience in educational settings, new facilities or business start-up, and managing executive level programs and planning preferred.

REQUIRED SKILLS/ABILITIES

• Demonstrated successful project, time management, and organizational skills, with the ability to manage details of multiple and complex projects within firm schedules, set priorities to effectively execute event goals in a manner that enhances the image of the Institute.
• Experience maintaining confidentiality with VIPs and executive management.
• Excellent communication skills sufficient to express ideas concisely and persuasively, both orally and in writing, to a variety of constituencies.
• Knowledge of the Google Office Suite and Microsoft Office Suite, including Word, Excel, and PowerPoint.
• Experience creating and maintaining differing levels of social protocols and etiquette; possess the cultural competencies and humility required for interacting with a diverse, international constituency.
• The ability to work in-person in Valencia and South Pasadena, CA, and drive to the greater Los Angeles.
• The ability to maintain a flexible work schedule, including nights and weekends for events.
• The ability to travel, including internationally, as needed.

PURPOSE STATEMENT

The statements above are intended to describe the general nature and level of the work being performed by an employee. This is not an exhaustive list of duties, responsibilities, and qualifications required of an employee assigned to this job. The actual essential duties, responsibilities, and qualifications vary by department, reporting structure, and other business needs. No inference should be drawn that a specific job duty, responsibility, or qualification is nonessential by its absence from this description. Likewise, the addition or subtraction of a specific duty, responsibility, or qualification does not by default constitute a temporary or permanent change in duties and responsibilities. This document does not constitute a contract for employment, and CalArts reserves the right to amend and change responsibilities of employees to meet business and organizational needs from time to time as necessary.

Application Instructions

This position is available immediately. If you are interested, please follow the link to Interfolio below:

Executive Director of Hospitality & Operations, The Cattern House - ID:134384

Salary

$132,405 - $150,755 a year

Equal Employment Opportunity Statement

California Institute of the Arts shall abide by the requirements of 41 CFR §§ 60-1.4(a), 60-300.5(a) and 60-741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibit discrimination against all individuals based on their race, color, religion, sex, or national origin. Moreover, these regulations require that covered prime contractors and subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, national origin, protected veteran status, disability, or any other status protected under federal, state, or local law.