CAREERS

Operations Assistant

Job Type: Part-time, hourly

Reports to: Director of Business Operations & Campaign Support

Status: Part-Time, Hourly (evenings and weekends occasionally required)

Position Summary

The Operations Assistant provides essential administrative and operational support to help the Pennyroyal Arts Council and the historic Alhambra Theatre run smoothly each day. This role supports office organization, communications, donor and patron data management, and event preparation. The ideal candidate is highly organized, detail-oriented, dependable, and excited to support the arts in our community.

This position works closely with the Operations Manager and interacts regularly with staff, board members, patrons, and community partners.

Key Responsibilities

Office & Administrative Support

• Organize and distribute daily mail and deliveries

• Answer phone calls and direct inquiries to the appropriate staff

• Reply to inquiring emails

• Maintain orderly filing systems (digital and physical)

• Assist with general office organization and supply tracking

• Run local errands as needed, including bank deposits

Financial & Reporting Support

• Track and organize staff expense reports

• Assist with receipt collection and documentation

• Support the preparation of materials for bookkeeping and reporting

• Assist with gathering documents for yearly audits

CRM & Database Support

• Enter and update patron, donor, and sponsor information in the CRM

• Assist with list management and data clean-up

• Support annual fund drives and donor communications through database work

Mailings & Communications

• Prepare and execute bulk mailings for fundraising campaigns and special events

• Assist with assembling mail packets and donor acknowledgements

• Help maintain accurate mailing and contact lists

Board & Meeting Support

• Assist with board meeting logistics and reminders

• Help prepare and distribute meeting materials

• Take and organize meeting minutes as assigned

Box Office & Patron Services

• Assist with box office sales and ticketing support as needed

• Provide friendly, helpful service to patrons in person and by phone

Event Support

• Attend and assist at PACI performances and events as needed

• Provide front-of-house or administrative support during events

• Inventory and procurement support for events.

• Evening and weekend availability required on an occasional basis

Qualifications

• Strong organizational and time-management skills

• Excellent attention to detail and accuracy

• Clear and professional written and verbal communication skills

• Friendly, reliable, and comfortable working with the public

• Ability to manage multiple tasks and meet deadlines

• Passion for supporting arts and community programming

• Proficient in Google Workspace (Docs, Sheets, Drive, Gmail, Calendar)

• Basic QuickBooks knowledge preferred

• Basic donor/CRM software experience preferred

Physical & Schedule Requirements

• Part-time schedule with flexible daytime hours

• Occasional evening and weekend event attendance required

• Ability to perform light lifting and office errands locally

Why This Role Matters

This position plays a vital behind-the-scenes role in helping the Pennyroyal Arts Council deliver exceptional arts programming, steward donors, and serve our community.

About the Pennyroyal Arts Council

Founded in 1977, the Pennyroyal Arts Council, Inc. is a 501(c)(3) nonprofit organization dedicated to enriching the cultural landscape of Hopkinsville and the surrounding region. Our mission is to encourage, develop, and promote the appreciation of the arts through education, support, service, and presentation.

This employer provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, this employer complies with applicable state and local laws governing nondiscrimination in employment in every location where the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Job Type: Part-time

Pay: $12.00 - $16.00 per hour

Benefits:

• Employee discount

License/Certification:

• Driver's License (Required)

Ability to Commute:

• Hopkinsville, KY 42240 (Required)

Work Location: In person