Operations and Membership Director

The Academy of Magical Arts•Hollywood, CA

About The Position

The Operations and Membership Director oversees the Academy’s day-to-day administrative, membership, operational, and financial coordination functions. This role serves as the primary point of contact for members and prospective members while helping maintain organizational systems, communications, reporting, and operational continuity. The position also serves as the liaison to the Academy’s outside financial contractor, assisting with financial administration, reporting coordination, operational tracking, and budget oversight in coordination with leadership and the Board of Directors. This role is expected to help establish operational structure, accountability, and continuity across the organization while supporting long-term organizational growth and member engagement.

Requirements

Strong organizational and administrative skills
Excellent written communication
Comfortable managing databases and digital systems
Ability to coordinate multiple timelines, departments, and committees simultaneously
Professional and diplomatic communication style

Nice To Haves

Experience with membership organizations, nonprofits, hospitality, or entertainment environments preferred
Experience coordinating with outside accounting or financial vendors preferred
Strong leadership, operational, and project management abilities

Responsibilities

Provide structure, accountability, and administrative oversight across organizational initiatives
Help establish measurable operational goals and performance expectations
Support communication and coordination between staff, volunteers, committees, Trustees, and leadership
Assist the Board in implementing organizational priorities and long-term planning
Respond to questions and requests from current members
Respond to inquiries from prospective members
Coordinate membership interviews with the Membership Committee
Coordinate audition scheduling for prospective magician members
Prepare and distribute membership packets
Send guest invitations and VIP invitations
Process and distribute charity certificates
Maintain and update membership records within the Northstar system
Review and approve member account changes submitted through the website
Distribute newsletters and official member communications
Create and distribute member-facing announcements and updates
Coordinate administrative correspondence as needed
Coordinate budget preparation and expense tracking
Maintain organizational records and operational documentation
Support leadership with operational reporting and internal processes
Develop operational procedures and accountability systems across departments and committees
Serve as liaison to the Academy’s outside financial contractor
Coordinate invoicing, reporting, and operational financial tracking
Monitor and oversee website administration
Assist the Board Secretary with meeting minutes
Post approved meeting minutes to the website
Work with Board on meeting logistics as needed
Support organizational record keeping and operational continuity