Program and Operations Coordinator

Vilna Shul•Boston, MA

1d•$55,000 - $60,000•Onsite

About The Position

Reporting to the Managing Director of Program Strategy and Impact, the Program & Operations Coordinator plays a central role in bringing The Vilna Shul’s mission to life through the execution of approximately 80 public programs and events each year, including concerts, film screenings, culinary workshops, author talks, holiday celebrations, historic tours, and private event rentals. This is a highly visible, hands-on role for someone who thrives at the intersection of cultural programming and operational excellence. The Coordinator is deeply engaged in all facets of program delivery - from welcoming guests and supporting volunteers to coordinating logistics and providing technical support during events - ensuring that every experience is seamless, warm, and well executed. In addition to program production, the Coordinator supports the operational systems that enable The Vilna to grow and scale. The role works closely with the Director of Operations and Finance on facilities, technology, and event logistics, and partners with the Executive Assistant on special events. The ideal candidate is passionate about The Vilna’s mission and inspired by arts and culture, historic preservation, and the Boston Jewish immigrant story. This role is well-suited for a highly organized, self-directed individual who enjoys managing complex details behind the scenes while also serving as a welcoming, confident presence for artists, partners, and the public.

Requirements

4+ years of experience in program production, administration, operations, or related fields
Interest in operations and systems, with desire to grow in a mission-driven institution
Proficiency with Google Workspace, web platforms, and CRM tools (HubSpot preferred)
Ability to learn new software and systems quickly
Aligned with The Vilna’s mission and values
Highly organized, efficient, collaborative, and detail-oriented
Comfortable managing multiple tasks and priorities simultaneously
People-oriented and confident engaging with program participants, talent, and vendors
Self-directed, proactive, and solution-oriented
Strong interpersonal, verbal, written, and digital communication skills
Curiosity and a willingness to learn
Available to work evenings, weekends, and Jewish holidays
Ability to lift up to 50 pounds

Responsibilities

Act as lead producer for all programs (cultural events, holiday celebrations, tours, and rentals)
Staff 1–2 programs per week, ensuring smooth execution and high-quality attendee experience
Coordinate with all talent and vendors, such as caterers, booksellers, and equipment rentals
Administer in-house A/V systems and lighting; coordinate outside technical support as needed
Ensure excellent customer service and a warm and welcoming environment
Support content compilation (e.g. bios, headshots, partner logos) for program websites
Maintain event supplies and inventories
Manage event production workflows in Monday.com
Maintain internal event calendar and scheduling systems
Support ticketing and registration processes, and ensure customer inquiries are addressed appropriately
Reconcile program expenses monthly with Director of Operations and Finance
Track program budgets and provide reports for leadership review
Assist with operational documentation and internal process improvements related to programs