Operations Manager
/ORGANIZATION: Secret Lantern Society
DEADLINE: Oct. 21, 2025
ORGANIZATION DESCRIPTION:
Since 1994, the Secret Lantern Society (SLS) has celebrated art, culture, beauty, community, and light through its annual Winter Solstice Lantern Festival and various community events. We are an artist-run and community-driven organization with a mission to transform spectators into participants through celebration.
Our lantern festival is entirely based upon the cycles of the sun and the returning warmth that allows ice to melt, water to flow, animals to emerge from hibernation, and plants to grow. Maintaining this strong connection to the natural world—and the ways in which diverse cultures celebrate this turning point—is essential to our artistic programming.
We are committed to keeping our arts-based celebrations free, inclusive, culturally diverse, ecologically sustainable, non-denominational, non-commercial, and community-focused. In celebrating Vancouver’s diverse cultural heritage, our festival has brought together over 250,000 public participants and hundreds of volunteers, performers, artists, and community partners over its 31-year history. We are seeking a special human to assist in the continuation of this work.
WEBSITE: http://www.secretlantern.org/
JOB DESCRIPTION:
Secret Lantern Society is at an exciting moment of growth and is seeking an Operations Manager to ensure the effective, well-resourced, and sustainable delivery of programs and services. Reporting to the Founding Artistic Director, the Operations Manager oversees day-to-day operations across general administration, finance, and human resources; implements and grows year-round programming at Secret Headquarters (our East Vancouver studio); and ensures the smooth execution of our beloved Annual Winter Solstice Lantern Festival, now in its 32nd year. The Operations Manager will also identify and implement opportunities for financial growth, process improvement, and systems change.
RESPONSIBILITIES:
General Operations:
Assist the Artistic Director with developing, implementing, and reviewing the organization’s operational plan.
Manage and maintain calendars, organizational files, and records.
Serve as the main point of contact for internal and external SLS stakeholders.
Prepare external reports, presentations, spreadsheets, forms, and letters; draft and copy edit correspondence.
Provide administrative coordination for year-round programming at Secret Headquarters, including the Winter Solstice Lantern Festival, Secret Salon Series, Lantern Workshops, and various fundraisers. Attend events to support set-up, hosting, attendee communication, and strike.
Create and manage budgets, contracts, and invoices for studio and prop rentals.
Coordinate with the Communications Manager to gather marketing information and ensure successful programming execution.
Draft contracts for artists and letters of agreement with partner organizations.
Contribute to addressing exclusionary barriers for artists, audiences, and staff by identifying new engagement strategies.
Apply for and secure all relevant City permits for the Winter Solstice Lantern Festival.
Grant Management:
Collaborate with the Artistic Director on government and foundation grant applications.
Maintain a tracking calendar for all grants and final reports, and stay informed about new funding opportunities.
Seek additional funding from a variety of sources.
Work with the external Grant Consultant to gather application materials.
Assemble grant packages for review and approval by the Artistic Director and ensure timely submission.
Finances:
Assist with preparing and tracking annual budgets for the Society and the Winter Solstice Lantern Festival.
Manage accounts receivable and payable; track and code invoices and cash flow.
Work with the external Bookkeeper to ensure financial records meet appropriate accounting standards.
Support ongoing evaluation and improvement of financial systems and controls.
Board Liaison:
Collaborate with the Artistic Director to schedule Board meetings.
Coordinate the AGM and submit relevant documents.
Attend Board meetings to record minutes and follow up on action items.
Oversee compliance with Society Bylaws, policies, and the BC Societies Act.
QUALIFICATIONS:
Minimum two years of experience in operations or administration management; experience in the non-profit and/or arts and culture sector preferred.
Excellent written and verbal communication and presentation skills.
Strong proficiency in Microsoft Office, Google Drive, and familiarity with other tools like Zoom; aptitude for learning new technologies is an asset.
Proven budget management skills, including knowledge of accounting principles and financial reporting.
Highly organized, with the ability to manage multiple calendars, priorities, and ongoing projects.
Demonstrated ability to work collaboratively with a diverse group of board members, staff, community members, and stakeholders.
Genuine interest and enthusiasm for arts and culture.
Valid driver’s license is an asset.
Must have own cell phone and laptop computer (Mac preferred).
Conditions of Employment:
Permanent part-time contract averaging 8–10 hours per week, with additional hours during grant writing season (Dec–Mar) and December for Winter Solstice Lantern Festival activities.
Work is in-person at Secret Headquarters, in collaboration with the Artistic Director. A weekly co-working schedule will be established.
Flexible hours required; some evening and weekend meetings or events may occur off-site and outside of regular office hours.
The employee is responsible for recording hours with a summary of tasks and invoicing SLS monthly.
HOW TO APPLY:
We believe our organization should reflect the diversity of the community we serve and encourage applications from people of underrepresented and marginalized identities. Interested candidates may submit a cover letter and CV (as one PDF) with OPERATIONS MANAGER in the subject line to production@secretlantern.org by 5 p.m. PST on Oct. 21, 2025. Only shortlisted applicants will be contacted.
REMUNERATION:
$25/hour (no deductions)
