Operations Manager

Operations Manager International Art Project Miami, FL Job Details Full-time $70,000 - $85,000 a year 3 hours ago Qualifications Catering Project coordination Executive administrative support Attention to detail Calendar management Full Job Description The International Art Project Foundation is a 501(c)(3) nonprofit that transforms the power of art into humanitarian and community impact. We activate donated and mission-aligned artwork to fund projects including clean water, schools, community programs, and economic empowerment. We partner with artists, collectors, institutions, and communities who believe art can create measurable change. Founded by Daniel Gupta, IAP operates a gallery in South Beach and maintains a showcase inside the WEAM museum on 12th Street, with current operations in Bloomington, Indiana. We premiered at Art Basel Miami 2025. Our board includes leaders in mergers and acquisitions, wealth management, Forbes-ranked financial advising, and tech entrepreneurship. Our art-wrapped Impact Truck turns heads everywhere it goes. This is an organization where art is not decoration. It is a vehicle for real change in real communities. The Opportunity This is the role that takes IAP from founder-and-fractional-team to a real operating institution. We are small. We are scaling fast. We have a permanent gallery space in South Beach, a September 1 inaugural show locked at Stella Gallery, an Art Basel Miami presence to plan, a growing donor pipeline, a portfolio of artists, and an Impact Truck that activates across the city. Right now, too much of the operational and event load sits on the CEO and the Executive Director. That is not sustainable, and donors notice. Execution in this role is what tells serious philanthropists that IAP can deliver on what it promises. You will work alongside the CEO daily and partner with the Executive Director on shared activity. You will be in the room with collectors, civic leaders, gallery partners, board members, and the artists themselves. You will run events at the gallery, on the Impact Truck, at partner venues across Miami, and during Art Basel. You will help build the systems, the cadence, and the institutional reliability that turns a great idea into a credible institution. For the right person, this is the kind of role where, two years in, you can point to the Art and Impact Cultural Center and say I built the operating layer that made this possible. Key Responsibilities Executive Support to the CEO Execute on the CEO's Miami activity: follow-up on warm introductions, calendar coordination, meeting prep, follow-through on commitments Track the CEO's active relationships so no introduction or opportunity goes cold Translate the CEO's verbal direction into briefs, action items, and assigned tasks Keep light CRM notes current: capture meeting notes, contact updates, and follow-ups from the CEO's interactions and from events Be the person the CEO can call to confirm something got done Event Production and Hospitality Produce IAP's Miami-based events end-to-end: donor dinners, collector previews, artist evenings, gallery activations, Founders Club gatherings, and partner activations (e.g. David Banegas live-paint dinners, Aston Martin Residences activations, John Born appearances), plus the dozens of smaller touchpoints in between Keeping within budget, timeline, and quality, manage all event vendors as part of production: catering, AV, design, staffing, transportation, and gifting Own Art Basel hospitality and programming logistics, including private dinners, gallery walk-throughs, and partner experiences In the Stella Gallery, support event logistics for IAP's inaugural show and ongoing IAP programming Run the activation calendar for the Impact Truck across Miami events and community programming Build and maintain relationships with hospitality partners across Miami (e.g. Avo, Bâoli, and Casa Tua) Coordinate with IAP's marketing and content contractors on pre-event messaging and event-day capture and asset delivery Build the operating playbooks (event SOPs, vendor lists, run-of-show templates) that let the team scale Gallery and Space Support Support the Director of Gallery Operations on event-day activations at the IAP gallery Coordinate hospitality and visitor experience for gallery events Support future Art and Impact Cultural Center planning logistics as the space expands Financial and Administrative Support Track and reconcile event budgets Process and route incoming invoices, expense reports, and contractor payments Coordinate travel logistics for the CEO, visiting artists, and partners

Qualifications Required:

3 to 6 years of experience in operations, event production, chief of staff, executive support, or hospitality management Based in Miami, with a working knowledge of the city's hospitality, cultural, and event ecosystem Outstanding organization, attention to detail, and follow-through Strong written and verbal communication Sense of urgency: this is a fast environment with a lot of moving pieces Comfortable with ambiguity and able to operate without a playbook (you will be writing the playbook) Calm under pressure and unflappable in event-day chaos

Self-directed:

you do not need to be told twice and you do not let things slip

Preferred:

Background in hospitality, hotels, restaurants, private clubs, or high-end events Experience working closely with a founder, CEO, or principal Familiarity with CRM systems (DonorBox, HubSpot, or similar) Bilingual in English and Spanish Comfort and exposure to the art world, philanthropy, or nonprofit operations What Success Looks Like 30

Days:

You have met the team, the board, the gallery partners, and the key hospitality vendors. You understand the active relationships, the September 1 Stella show, the Art Basel timeline, and the working rhythm of the CEO and Executive Director. You have learned how IAP currently runs before changing anything. 60

Days:

You have helped produce an IAP event and built a working vendor roster, an operating rhythm, and a follow-through system the team can rely on. You are the first person the CEO calls when something needs to happen. 90

Days:

You are running point on event logistics, including the Stella Gallery show and ongoing programming. Art Basel programming is mapped, vendored, and on track. The CEO no longer holds operational details in his head because you do. With a couple of months of working alongside the team, you have surfaced operational improvements that actually fit how IAP works. 6

Months:

IAP runs as an operating institution in Miami. Events are delivered on time, on budget, with consistent polish. Follow-up is automatic. The gallery is activated. The Impact Truck is on a calendar. The board sees execution credibility. Donors do too.

Compensation and Structure Position type:

Full-time, based in Miami Salary range: $70,000 to $85,000 base

Benefits:

To be determined based on IAP's current benefits structure Reports to: Daniel Gupta (CEO and Founder) for day-to-day Miami execution, in close partnership with Lori Garraghty, CFRE (Executive Director) Start date: As soon as possible Growth Opportunity This is the first operations hire in an institution being built from the ground up. The person in this seat helps shape the operating culture, the vendor roster, the event playbook, and the standard of execution. They sit next to the CEO daily, work Art Basel from the inside, get invited into rooms most people cannot enter, and build a network across Miami's cultural and philanthropic worlds. For someone who wants to grow into a Director of Operations or Chief of Staff role at a serious institution, this is the path. How to Apply Send your resume and a brief note on why this role interests you to: No formal cover letter required. Tell us who you are, what you have run, and why this matters to you.

Pay:

$70,000.00 - $85,000.00 per year

Work Location:

In person