Career Center

FirstWorks is a Providence, Rhode Island-based non-profit arts organization dedicated to enhancing the cultural, educational, and economic vitality of our community by engaging audiences with world-class performing arts and education programs, and as Founding Creative Partner for PVDFest, Providence’s premiere arts festival.  

FirstWorks (FW) is seeking an Executive Coordinator to support vital functions of the entire organization. The Executive Coordinator ensures smooth operations across office management, data, and programs.  Qualified candidates will be skilled communicators, highly organized, capable of synthesizing complex information, be proficient in CRM/Databases and MS Office suite applications and have an affinity for the arts. This is a full-time position. Occasional evenings and weekends based on the program schedule are required. Specific responsibilities include: 

Administration:  

• Oversee daily management of FW office, including telephone and reception, mail collection, office supplies 
• Manage relationship with IT service, maintain office technology, provide tech support to staff 
• Liaise with third party contractors for services, and coordinate with building management about access, repairs, etc. 

• Maintain institutional calendars, staff communication systems (Asana, OneDrive), Standard Operating Procedures 
• Serve as Board of Directors liaison to schedule meetings, write and send communications, records, agendas, minutes, etc.; support new Board member on-boarding 
• Provide Human Resources support; staff searches, on-boarding, recruiting and helping to supervise interns; schedule and track staff performance reviews 
• Working under the supervision of the Accountant/Bookkeeper, perform light bookkeeping functions such as data entry and report generation, documenting and filing invoices/receivables; provide support for annual audit 
• Support internal meetings through agenda development, meeting facilitation, minute taking, circulating action items, and follow up on assignments 

• Database management including entry, database hygiene, pull various departmental reports, modify system layout as needed, contract management and interface with CRM provider 
• Provide support for grant proposals and reports, annual campaign, donor cultivation and special events as needed 
• Support to senior leadership with schedule management, coordinate and prep for external partner meetings, conference scheduling, or assemble relevant copy/materials for partners 

Marketing: 

• Oversee Box Office management and Front of House; create show-specific box office events, monitor box office communications and assist patrons with ticketing, run sales reports, manage comp tickets and holds, and liaise with external box office vendors if applicable 

• Set up and monitor Virtual Stage events via box office when applicable 
• Implement marketing and cross promotional efforts, including group sales, package and affinity group pricing, and community outreach to partners and stakeholders 
• Coordinate distribution of marketing materials and media communications, including local event listings and direct mail campaigns 
• Light video editing, including packaging of recorded Zoom events for web 

Program: 

• Support program logistics, including liaising with community partners 
• Serve as Zoom admin for Virtual public engagements 
• Attend partner planning meetings as needed 

Desired skills/experience:

• 1-3 years work or equivalent experience in arts administration, cultural non-profit organizations 
• Previous administrative, office management, or other relevant experience strongly preferred
• Excellent written and verbal communications skills
• Superior organizational ability and attention to detail
• Ability to troubleshoot and proactively remedy tech/database issues
• Ability to work independently and as part of a team
• Facile knowledge/user of software applications (i.e., word processing, spreadsheets, email, search engines, databases), familiarity with SalesForce/Patron Manager, Asana, Microsoft 365, QuickBooks preferred
• Welcoming presence: ability to generate enthusiasm for the organization, elicit cooperation, and get information over the phone, via email, and in person
• Knowledge of Greater Providence, business community, creative community and some experience in interacting with the nonprofit arts & culture sector a plus
• Access to use of personal vehicle to travel between worksites 

About FirstWorks

FirstWorks brings exceptional world-class performing arts experiences to Rhode Island, impacting the cultural, educational, and economic vitality of the community. Launched in 2004, as a turn-around of First Night Providence, FirstWorks has since produced 23 groundbreaking arts festivals and programs that attracted more than 175,000 participants, and presented over 60 premiere performances.FirstWorks has offered Rhode Islanders unprecedented access to some of the most exciting artists of this time, including Yo-Yo Ma & the Silk Road Ensemble, Alvin Ailey American Dance Theater, Wynton Marsalis, Joffrey Ballet, and international masters from the Middle East, Asia, Australia, and Europe.The FirstWorks Arts Learning Program works with over 30 public and charter schools across Rhode Island to provide students, particularly those from underserved communities, direct connection with world-class performing artists and creative thinkers.The “festival’ concept is built into every FirstWorks performance, from pre-show student showcases, artist-up-close conversations, and other ways to engage the audience and build a sense of community.

Connections working at FirstWorks