Operations Officer full time

Position: Operations Officer

Your talent: You’re a SUPERHERO in proactive Administrative tasks execution & management

Location: Fully Remote

Reports to: Head of Operations

Type: Full-time

About Artcrush

At Artcrush, we bring art to public spaces by transforming digital billboards into art galleries. We’re all about making art accessible and engaging for people everywhere, and we’re looking for someone to help us make this vision a reality.

What you’ll do:

We need someone who not only executes takes efficiently but also takes initiative, improves processes, and keeps everything running smoothly. The ideal candidate is quick to learn, independent, and takes ownership of responsibilities.

Key responsibilities:

• **Administrative support:**Assist on gathering art submissions and ensure content is delivered to our billboard partners on time.
• Maintain, update, and organize shared drives and all associated tracking sheets.
• Generates, sends and tracks the signature of contracts with Artists and OOH Partners (through the SignNow platform, and based on standard templates)
• Ensure all relevant documentation is always accurate and up to date.
• Support the Head of Operations with tasks like calendar management and daily correspondence.
• **Communication and coordination:**Serve as the primary contact for curators and artists, ensuring clear and consistent communication.
• Check the messages we receive on Twitter and on Instagram on a Daily base.
• Respond to mails / direct messages on Twitter & Instagram in a polite and diplomatic way. Possibly using tools like standard templates for standard questions, ideally composed with the help of Ai tools like ChatGPT.
• Scout, coordinate, and manage photographers across all our locations.

1. Billboard logisticsAssist in scheduling digital content on billboard networks.
2. Track and confirm that content is delivered to partners as planned.
3. Databases and operations managementDevelop and maintain organized databases for key contacts, such as photographers and billboard locations.
4. Develop and maintain mailing lists such as Artists, Brand Managers, Art Lovers, and help send regular customized newsletters to these key persona’s
5. Keep operational processes streamlined and up to date to support ongoing projects.
6. Event planningHelp organize exhibitions, workshops, and other events.
7. Manage logistics, from venue coordination to guest lists, ensuring seamless execution.
8. Be proactiveAnticipate needs and address potential challenges before they become issues.
9. Take initiative in improving workflows and optimizing day-to-day operations.

Background

• Education: Bachelor’s degree in Business Administration, Arts Management, Communication, or similar.
• **Experience:**At least six months in a similar role, ideally in the art or creative sectors.
• Experience in project management, event planning and database management is a plus.
• **Skills:**C1/C2 English is a must (both written and verbal).
• Comfortable with Microsoft Office Suite (Word, Excel, PowerPoint) and Google-Suite (Docs, Sheets, Google Drive).
• Ability to manage multiple tasks and maintain order in fast-paced environments.
• Quick to learn and proactive in handling tasks and solving problems.
• Being familiar with project management tools such as Asana and / or database management is a plus

Technical requirements

• Access to reliable Wi-Fi and a working computer is essential for performing job responsibilities effectively.
• If a first test of 2 months proves successful, our company might provide a dedicated Desktop after that test period.