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Operations Coordinator (Programs & Communications)

ELSEHERE
Email

ELSEHERE — International Arts Nexus

Role: Operations Coordinator (Programs & Communications)

Location: Remote (US and China time zones)

Language: English required; bilingual Chinese is a plus

Type: Internship (Part-time, 10 to 12 hrs/week)

Work authorization: US work authorization required; CPT and OPT eligible

 

About ELSEHERE

ELSEHERE is an international arts nexus working across production, publishing, and cross-border partnership. We produce and publish practices across performance, installation, moving image, and digital forms. We also build artist-facing programs and infrastructures where work can deepen and circulate with context and care.

Website: ELSEHEREGlobal.com

 

 

What We’re Looking For

We are looking for an execution-strong, highly organized Operations Coordinator to support ELSEHERE’s internal systems and day-to-day coordination as we grow.

This is not a strategy-only role. It is a hands-on operations role for someone who can keep moving parts aligned, track deadlines, communicate clearly, and make sure work ships on time.

You do not need to come from a formal arts administration background, but you must be reliable, detail-oriented, and comfortable working across multiple workflows at once.

This role is ideal for someone who can combine:

  • Operations discipline: keep timelines, tasks, and handoffs organized
     
  • Communication clarity: respond professionally and route information correctly
     
  • Systems support: maintain Wix pages, forms, and submission-related updates
     
  • Execution follow-through: help the team finish work on time and in order

     

The Mission (Early Stage)

ELSEHERE is building long-term programs and public-facing systems across open calls, artist features, and international collaborations. As the platform grows, strong internal coordination becomes essential.

Your work will directly support:

  • how clearly our programs are organized internally
     
  • how accurately our public-facing information is maintained
     
  • how smoothly submissions, inquiries, and team workflows are handled
     
  • how consistently we execute across departments and deadlines
     

You will work directly with the founder to help build stable operational rhythms.

 

The Role

You will support ELSEHERE’s internal operations across programs, communications, and website systems. Core responsibilities include:

1) Internal Operations and Cross-Team Coordination

  • Track timelines, tasks, and deliverables across departments
     
  • Coordinate handoffs between content, design, programs, and outreach
     
  • Follow up with team members to keep projects moving on schedule
     
  • Help maintain weekly workflow visibility (what is in progress, what is blocked, what is due)
     
  • Support operational consistency across recurring projects and releases

     

2) Website and Systems Operations (Wix)

  • Update and maintain Wix pages (program pages, open calls, copy updates, links, forms)
     
  • Support form and submission flow setup and updates
     
  • Check public-facing pages for accuracy before launch (copy, links, dates, buttons, forms)
     
  • Help maintain clean and usable website structures as programs evolve
     
  • Support basic CMS and page operations in Wix

     

3) Email and Communications Support

  • Monitor and respond to incoming emails (artist inquiries, submissions, collaboration requests)
     
  • Route messages to the appropriate team member and track follow-up
     
  • Draft and send clear operational emails, confirmations, and coordination messages
     
  • Help maintain response timeliness and communication consistency

     

4) Program and Administrative Support

  • Maintain internal trackers, operational documents, and process notes
     
  • Support submission review logistics and scheduling coordination
     
  • Organize key links, assets, and working documents for team access
     
  • Help build repeatable operational processes for future programs and cycles
     

 

What Success Looks Like 

  • Clear internal tracking for active projects and deadlines
     
  • Fewer missed handoffs or delayed follow-ups across departments
     
  • Open Call and program pages maintained accurately in Wix
     
  • Faster and more organized email response flow
     
  • A repeatable operations rhythm that supports weekly execution

     

 

Ideal Background

We’re especially interested in people who have done some of the following:

  • Operations coordination, project coordination, program support, or admin support
     
  • Managed deadlines across multiple people or moving parts
     
  • Maintained website content (Wix preferred, but not required)
     
  • Handled inbox communication or client-facing email coordination
     
  • Built or maintained simple systems (trackers, process docs, recurring workflows)

     

You would be a strong fit if you are:

  • highly organized and detail-oriented
     
  • reliable with follow-through and deadlines
     
  • calm under multiple concurrent tasks
     
  • clear and professional in writing
     
  • comfortable learning tools and solving practical problems

     

 

Bonus (Strong Plus)

  • Experience with Wix website editing
     
  • Experience in arts, culture, media, education, or creative organizations
     
  • Bilingual English and Chinese communication
     
  • Familiarity with Google Workspace, spreadsheets, and basic workflow systems
     
  • Basic visual organization skills (Canva/Figma) for simple internal or web updates

     

 

Compensation and Support

This role is unpaid at the current stage, with performance-based upside:

  • Bonus tied to operational reliability and contribution across active programs
     
  • Portfolio-quality experience helping build the operations backbone of an international cultural platform
     
  • CPT or OPT support available in the form of internship or engagement documentation (note: no H-1B sponsorship)

     

 

Growth Path

This role starts as an internship engagement. We are building ELSEHERE for the long term, and we are especially interested in working with someone who wants to grow with the platform.

As the platform scales, this role can evolve into a longer-term position such as:

  • Operations Lead
     
  • Program Operations Lead
     
  • Operations and Communications Manager
     

Scope and title will scale with outcomes and platform growth.

 

 

How to Apply 

Please submit:

  • Resume or LinkedIn
     
  • A short note (150 to 250 words) describing a time you coordinated multiple tasks, people, or deadlines, and how you kept the work on schedule
     
  • Your timezone and language proficiency

     

Optional but strongly recommended:

  • Any examples of relevant work (Wix updates, website management, trackers, admin systems, inbox support, process documents)
     
  • 2 to 3 ways you would improve operational flow for a small but fast-growing creative organization