Director of Operations - Bethel Woods Center for the Arts : Job Details

Bethel Woods Center for the Arts is a nonprofit 501(c)(3) cultural organization, located in Bethel, New York, at the National Register historic site of the 1969 Woodstock festival. We are committed to building upon our rich history of peace and music by providing extraordinary experiences and access to the arts. We envision a world made better through the power of music and the arts.

Job Summary

The Director of Operations is responsible for overseeing all operational aspects of events and performances at Bethel Woods Center for the Arts. This role ensures the venue operates smoothly, safely, and efficiently, delivering an exceptional guest experience for all visitors. The Director of Operations will lead a diverse team, including the Senior Operations Manager, Operations Coordinator, Logistics/Campground Manager, and seasonal staff. This position is pivotal in coordinating activities across departments and managing large-scale events, including Pavilion Concerts, Festivals, Multi-departmental Events, Large-Scale Rentals, and more. The ideal candidate is a strategic, detail-oriented professional with strong multitasking abilities and a passion for the arts and guest service.

Job Duties

Leadership and Team Management

• Operational Leadership: Lead the Operations team, including direct reports: Senior Operations Manager, Operations Coordinator, Logistics Manager/Campground Manager, and seasonal event staff. Foster a culture of high performance, teamwork, and continuous improvement.
• Staff Oversight: Oversee seasonal event staff and supervisors, ensuring duties are performed to a high standard. Approve event staff payroll and manage scheduling to optimize operational efficiency.
• Team Development: Implement training, feedback meetings, and recognition events (e.g., the End-of-Season Party) to motivate staff and maintain an engaged, service-oriented workforce.

Event Operations & Logistics

• Event Coordination: Lead the campus-wide setup and execution of event preparations, including staffing, parking, transportation, equipment, food and beverage service, and special event needs.
• Festival Management: Oversee all aspects of festival operations, including development, execution, planning, and logistics to ensure seamless, high-quality experiences.
• Stakeholder Collaboration: Serve as a liaison between Operations and other departments, including Development, Marketing, Education, Facilities, and Finance. Work closely with cross-functional teams to align operational goals and maximize event success.

Budget & Financial Management

• Budget Oversight: Manage the Operations and Festival budgets. including forecasting, expense tracking, and financial reporting. Identify and implement cost-saving measures while maintaining high service standards.
• Proposal Development: Create and propose budgets, business plans, and external fee structures for events. Conduct research and analysis of industry standards to ensure competitive pricing and operational excellence.

Guest Experience & Quality Assurance

• Guest Relations: Oversee guest experience by monitoring feedback, training staff on service standards, and implementing process improvements based on guest insights.
• Quality Control: Ensure consistent application of event protocols and procedures. Regularly review and adjust processes to deliver high-quality service and meet or exceed guest expectations.
• Feedback Analysis: Review guest feedback to identify areas for improvement. Collaborate on recommendations and procedural changes to enhance overall service delivery.

Operational Administration

• Administrative Functions: Oversee departmental recordkeeping, filing, correspondence, and presentations. Schedule and lead Operations/Production pre-show meetings, manage annual permitting requirements and coordinate internal recognition events.
• Vendor & Partner Coordination: Liaise with food and beverage providers and other external vendors to align services with event needs. Ensure high-quality vendor support the enhances the guest experience.

Job Requirements

• Communication Skills: Demonstrated excellence in written and verbal communication with the ability to interact professionally and courteously with guests, staff, and external partners.
• Problem-solving: Creative thinker with strong, proactive problem-solving skills, adaptable to changing priorities.
• Attention to Detail: High energy, positive attitude, and meticulous attention to detail are essential.
• Flexible Schedule: Ability to work a flexible schedule, including evenings and weekends, to accommodate event needs.
• Education: Bachelor's degree in Business Administration, Hospitality Management, Event Management, or a related field.
• Experience: Minimum of 7-10 years of experience in operations management or event management.
• Skills: Strong organizational, analytical, and project management. Experience in budget management, financial forecasting, and strategic planning. Proficiency in Microsoft Office Suite, with experience in event management software and budgeting tools preferred. Demonstrated leadership abilities, with experience managing large teams, including seasonal and event-based staff.