General Function

The Operations Director is a central leadership role, reporting to the Executive Director of HBF and is responsible for overseeing significant operational areas related to HBF’s annual programs and Honolulu Biennial with a focus on reflecting the mission and vision of HBF, which is bringing together communities, culture and countries linked by the Pacific Ocean through the vehicle of contemporary art, educational and public programs.

The Operations Director is responsible for managing significant and complex projects. This position will interact with Curators, interns, volunteers, CPA and bookkeeper, contract hires, and other Honolulu Biennial staff as needed. This position is an essential contributor to the fulfillment of HBF’s vision, mission and strategic planning, and as such should possess a work style that facilitates an open, positive and collaborative team atmosphere. Core duties are related to exhibit planning and development, project management, interaction with construction firms and general contractor, budgeting and managing complex operating and project-base finances, internal controls, contracting and permitting. This position is responsible for ensuring these areas work in a carefully coordinated way, adopting new procedures when change is required to support the growth of HBF and presenting Honolulu Biennial.

Essential Functions

• Be an effective contributing team member who collaborates with the Executive Director in the development and execution of annual and long-range strategic plans.

• Provides strategic direction and leadership on operational decision-making issues affecting HBF and Honolulu Biennial, promptly bringing the appropriate level of focus to any challenges that arise with recommended solutions.

• Keeps Executive Director apprised of all operations activities and challenges in a timely manner, interfacing on a daily basis.

• Support Executive Director in development administrative tasks including managing the donor database and mailing donation receipts.

• Discretion with sensitive information is essential, as is being a positive HBF representative when out in our community.

• Builds, develops, motivates, and manages the Project Manager/Registrar and Installation Manager of Honolulu Biennial 2021 and subsequent supporting contractors and operations leadership team with confidence in the capabilities of individual members to actively participate in planning, decision-making, and process improvements.

• Develops, contracts, maintains, and stewards relationships with exhibition site partners and ensures compliance with contractual agreements.

• Responsible for the development and implementation of facility safety standards and applications, adherence to Honolulu Biennial site and partner site operations, and security oversight.

• Procures fine arts and liability insurance for the organization

• Develops and implements systems to ensure accurate data capture for admissions and programs during the Biennial. Generates and compiles surveys to key constituencies and compiles data for Biennial reporting.

• Oversees accounting and in collaboration with Executive Director and Board Treasurer, manages financial policies and procedures.

• Work with Executive Director to develop HBF and Honolulu Biennial job descriptions, contracts and agreements.

• Assists Executive Director with management of employment contractor Proservice and HR needs.

• Maintains an organizational chart for HBF and each Honolulu Biennial.

• Works closely with Executive Director and CPA on budget management, monitoring income and expenses on a monthly basis.

• Develop operations plans for multiple scenarios including crisis situations related to exhibitions.

• Digital design skills are a plus, but not required.

Knowledge and Skills

• A strong leader able to influence and articulate meaningful purpose with a high level of candor and shared goals. Able to hold their team mutually accountable and able to measure progress on key initiatives and to identify and track the top outliers in order to predict success and take the proper action when not meeting expectations

• Ability to manage change effectively and smoothly.

• Working knowledge of budget management systems as it relates to organizational needs and operations.

• Working knowledge of artwork installation and exhibition production methods.

• Familiar with international shipping and transit requirements for artworks.

• Exceptional in all basic administrative task management.

• Strong planning and organizational competency in prioritizing workload and developing realistic action plans that are results driven.

• A clear and persuasive communicator in positive or negative situations, effective supports and/or leads productive meetings and proactively relates to HBF core team and contractors in the lead-up, during and post Honolulu Biennial period.

• Highly effective delegation skills which demonstrate sound judgment, encourages independent work efforts, sets high expectations, and monitors delegated activities, particularly with interns, volunteers, construction companies and outside contractors.

• Effective, inclusive managerial style receptive to feedback from Executive Director.

Working Conditions

This full-time exempt position’s work week is Monday through Friday during normal business hours with the understanding based on operation needs there will be on occasion the need to work evening and/or weekends and frequent need to work evenings and/or weekends during the immediate lead-up, during and closing period of Honolulu Biennial (February - April 2021).

Physical Requirements

• Must be able to lift up to 35 pounds.

• This position works primarily remotely with regular in-person or online check-ins and staff meetings. HBF does maintain an office in Chinatown, Honolulu should the candidate prefer working in an office setting.

• The ability to focus, bend, carry, reach to the side, front and overhead, push, pull, walk, stand, twist and squat are occasional requirements in an arts organization.

Travel

• Occasional travel may be required to neighbor islands as well as overnight stays may be expected for this position.