Business Manager at Celebrity Series Of Boston – Boston, Massachusetts

With a mission to enrich and inspire our community through exceptional live performances, Vivo Performing Arts (formerly Celebrity Series) has become a mainstay of Boston’s cultural life by bringing a widening spectrum of performers to the city’s major concert halls. Vivo Performing Arts presents over 70 subscription series performances in 10 different venues and more than 150 community engagement activities annually.

Vivo Performing Arts’ audiences experience the world’s great orchestras, chamber ensembles, and soloists, as well as leading artists in contemporary dance, jazz, global and folk music, and spoken word. Alongside the subscription series performances, Vivo Performing Arts’ Arts for All! community engagement programs introduce the joy of live performance and connect with a dynamic network of hundreds of community collaborators, reaching thousands of individuals annually.

SUMMARY OF POSITION

The Business Manager is responsible for providing comprehensive support in both administrative and financial functions to ensure smooth and efficient operations. This role involves managing day-to-day administrative tasks, including scheduling, document management, office communications, and coordination of meetings and events. The Assistant Manager will work closely with the finance team to maintain accurate financial records and uphold compliance standards. Strong organizational, analytical, and communication skills are essential for success in this role, along with keen attention to detail and the ability to multitask in a dynamic environment.

RESPONSIBILITIES

Accounts Payable and Compliance

• Monitors accounts payable inbox and ensures timely routing and processing of vendor invoices in Bill.com.
• Administers and reconciles Divvy credit card transactions monthly.
• Supports monthly and quarterly financial reconciliations.
• Gathers and prepares data for 1099-NEC and 1042-S tax submissions and supports compliance with all related federal and state taxes.
• Assists with annual audit preparation, including gathering documentation, coordinating asks across departments, and maintaining organized records.
• Maintains vendor records, W-9 collection, and contract files.

Payroll Administration

• Processes biweekly payroll. Makes necessary adjustments to salaries, deductions, and employee records.
• Ensures collection of required tax documents from employees and liaises with ADP to maintain state and federal tax compliance.
• Administers the 403(b) retirement plan and ensures timely biweekly submission of employer and employee contributions.

HR and Benefits Administration

• Manages job postings in ADP, Hireculture.org, and website updates for the organization.
• Lead onboarding and offboarding processes, including collection of tax documents, account setup, technology access, and orientation on office policies and procedures.
• Coordinate staff trainings(Anti-Harassment, Accessibility, EDI, etc.)
• Administers day-to-day aspects of health, dental, and life insurance, as well as leaves of absence, with the support of the broker team.
• Reconciles benefits monthly.

Office Administration

• Orders supplies for office and tracks expenses in accordance with the supply budget.
• Manages building communications and maintenance requests.
• Acts as point of contact for IT management company to onboard new employees, facilitate resolution of tech issues, and help with day-to-day operation of IT infrastructure when needed.
• Supports copier and postage machine maintenance.
• Administers phone system (GoTo) and corresponds with IT company and phone consultant when needed to facilitate day-to-day operation.
• Helps CFO and Associate Director research new tech solutions when required.

Requirements

• Detail-oriented self-starter who can handle multiple simultaneous projects and who excels in a fast-paced environment. Proactive, effective communication and follow-through are essential to success. 
• Superb attention to detail.
• Proficient with Microsoft Office suite and learning new technologies, including Tessitura (Celebrity Series’ CRM database); willingness to use personal cell phone for Celebrity Series business.  
• Curiosity and willingness to leverage AI technologies for maximum efficiency and effectiveness.  
• Excellent verbal and written communication skills; ability to adapt communication to constituency and in the style of each Executive.   
• Superior internal and external customer service skills. 
• Willingness to take on a variety of tasks and responsibilities and strives to exceed expectations. 
• Ability to maintain diplomacy and remain poised, tactful, and supportive in stressful situations. Ability to maintain a high level of discretion, particularly when handling confidential and sensitive information.  
• Commitment to advancing anti-racism efforts in the workplace and organizational Equity, Diversity, and Inclusion goals. 
• 2-4 years of professional experience  
• Ability to lift 10 lbs.