Join Our Secret Team

Position: Secret Operations Manager

Publicize Date: October 7, 2025 
Organization: Secret Lantern Society 
Deadline: October 21, 2025 

Organization Description: 

​​Since 1994 the Secret Lantern Society (SLS) has celebrated art, culture, beauty, community and light through our annual Winter Solstice Lantern Festival and various community events.

We are an artist-run and community-driven organization, and our mission is: 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 the ideals of 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 200,000 public participants over its 30-year history and literally hundreds of volunteers, performers, artists and community partners have engaged the public in celebratory activities over the course of these three decades.

Website: https://www.secretlantern.org

Job Description: 

Secret Lantern Society is at an exciting moment of growth and is looking for 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 manages the day-to-day operations across general administration, financial, and human resources, in addition to implementing and growing year-round programming at Secret Headquarters (our East Vancouver studio), and ensuring 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 process improvement and systems change.

Responsibilities:
General Operations:

  • Assist the Artistic Director with the development, implementation, and review of the organization’s operational plan.

  • Manage and maintain a range of calendars, organizational files, and records. 

  • Serve as the main point of contact for internal and external SLS stakeholders.  

  • Provide preparation of external reports, presentations, spreadsheets, forms, and letters; drafts and provide copy editing of correspondence.

  • Provide administrative coordination for year round programming at Secret Headquarters i.e. The Annual Winter Lantern Solstice Festival, The Secret Salon Series, The Secret Lantern Workshops, and various Fundraisers, including being present at events to support set-up, event host - communicate with attendees, and organize strike when needed.

  • Create and manage budgets, contracts and invoices for studio and prop rentals

  • Coordinate with the Communications Manager to gather information for marketing and ensure the successful execution of programming.  

  • Draft contracts for artists and letters of agreement with partner organizations

  • Contribute to addressing exclusionary barriers for artists, audiences, and staff by identifying new strategies for engagement.

  • Apply for and ensure all relevant City permits are acquired for the Winter Solstice Lantern Festival. 

Grant Management:

  • Collaborate with the Artistic Director in the development of applications for government funding and external foundation grants.

  • Maintain a tracking calendar of all grants and final reports. This includes staying informed about new funding opportunities, programs, and changes.

  • Seek additional funding from a variety of sources.

  • Work with the external Grant Consultant to gather relevant information for applications.

  • Assemble grant packages for review and approval by the AD, and arrange for their timely submission.

Finances:

  • Assist with preparation and tracking of annual Society and Winter Solstice Lantern Festival budgets.

  • Manage day-to-day processing of accounts receivable and payable, and track and code invoices and cash flow

  • Work with the external Bookkeeper to ensure all financial records are kept in accordance with appropriate accounting standards.

  • Assist with the ongoing evaluation and improvement of all 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 follows up on action items

  • Oversee compliance with Society Bylaws and policies, and the BC Societies Act

 

Qualifications: 

  • At least 2-years of experience in operations or administration management; experience in the non-profit and/or arts and culture preferred. 

  • Excellent written and verbal communication and presentation skills.

  • Must have strong skills in Microsoft Office, Google Drive, and be familiar with other office tools like Zoom; A general aptitude for adopting new technology is an asset.

  • Proven budget management skills, including an understanding of accounting principles, and experience in financial reporting. 

  • Highly organized with the ability to manage multiple calendars, priorities and on-going projects.

  • Demonstrated commitment to working collaboratively with a diverse group of board, staff, community members, and stakeholders. 

  • A genuine interest and enthusiasm for arts and culture. 

  • A valid driver’s license is an asset.

  • Have their own cell phone and laptop computer - Mac preferred.

Conditions of Employment:

  • This position is a permanent part-time contract with an average of 8-10 hours per week, with additional hours required during grant writing season (December-March) and December to support Winter Solstice Lantern Festival activities. 

  • Position is carried out in-person in collaboration with the Artistic Director at Secret Headquarters. A weekly coworking schedule will be established together with the AD. 

  • Able and willing to work flexible hours, some evening and weekend meetings/event work may be required off-site, outside of regular office hours, and during the 32nd Annual Winter Solstice Lantern Festival as needed

  • Compensation is $25/hour with no deductions. The employee is responsible for recording their hours with a summary of tasks and invoicing SLS for their work each month. 

Interview Dates: End of October 

Start date: Mid November

How to Apply: 

We believe that our organization should reflect the diversity of the community we serve. We encourage applications from people of underrepresented and marginalized identities.

Interested candidates may submit a cover letter and c.v. in one document as a PDF stating OPERATIONS MANAGER in the subject line to production@secretlantern.org by 5pm PST on October 21, 2025 

Secret Lantern Society sincerely thanks all those who apply, but only those applicants selected for an interview will be contacted.

Remuneration: $25/hour (no deductions)
Contact Name: Karen 
Contact Email: admin@secretlantern.org