Operations & Programs Manager

Kirkland Downtown Association | Operations & Programs Manager

Full-Time | Non-Exempt | Kirkland, WA 98034 | $45.00–$50.00 per hour

Position Overview

The Kirkland Downtown Association (KDA) is seeking a highly organized, proactive Operations & Programs Manager to oversee the day-to-day operations, administration, and program coordination that keep the organization running effectively.

This role manages KDA's operational systems, community programs, City contracts and reporting, event planning, Visitor Center operations, financial administration, and coordination with downtown businesses, vendors, contractors, partners, and community stakeholders.

The Operations & Programs Manager serves as a central point of coordination between KDA's Board of Directors, City of Kirkland staff, contractors, volunteers, businesses, and community partners. The ideal candidate is comfortable independently managing multiple projects, creating and maintaining reliable systems, solving operational problems, and taking ownership of projects from planning through completion.

This position is well suited for someone who enjoys a varied workload and can balance long-term planning with the day-to-day needs of a community-focused nonprofit organization.

Why Work with KDA?

• Community Impact: Support downtown Kirkland businesses, events, and community programs.
• Operational Ownership: Take ownership of systems, processes, projects, and organizational follow-through.
• Varied Work: Work across events, community programming, City partnerships, administration, and nonprofit operations.
• Professional Growth: Gain hands-on experience in nonprofit operations, project management, municipal coordination, and community engagement.
• Hybrid Flexibility: Primarily onsite in downtown Kirkland with limited remote flexibility.

Key Responsibilities

Operations & Administration

• Manage and continuously improve KDA's administrative systems, shared files, calendars, records, and workflows.
• Maintain organizational accounts, software subscriptions, documentation, insurance records, and general administrative needs.
• Maintain organized digital records for contracts, vendors, permits, programs, finances, and organizational activities.
• Develop and maintain tracking systems for deadlines, projects, payments, contracts, and organizational priorities.
• Develop and maintain standard operating procedures and organizational documentation.
• Identify opportunities to streamline processes and improve operational efficiency.
• Coordinate day-to-day operational needs and ensure organizational priorities receive appropriate follow-through.

Visitor Center Operations

• Oversee consistent and professional operation of the Kirkland Visitor Center.
• Coordinate volunteer scheduling and coverage.
• Respond to inquiries from visitors, businesses, and community members.
• Maintain current downtown information, materials, calendars, and resources.
• Track Visitor Center activity and engagement for organizational and City reporting.
• Coordinate Visitor Center administrative and operational needs.

Programs & Events

• Lead planning and operational coordination for KDA's annual programs and events, including preparation for the 2027 event season.
• Develop project timelines, operating plans, site plans and maps, schedules, and supporting event documentation.
• Coordinate City permits, applications, insurance requirements, compliance documentation, and applicable deadlines.
• Coordinate vendors, contractors, performers, sponsors, partners, and other event stakeholders.
• Manage event logistics, including site requirements, equipment needs, vendor or participant placement, scheduling, and communications.
• Manage vendor and performer registration, agreements, payments, records, and scheduling as applicable.
• Maintain accurate program, financial, permit, and compliance documentation.
• Coordinate with onsite staff and contractors to ensure programs and events are prepared for successful execution.
• Track program participation, outcomes, and other information required for organizational and City reporting.
• Identify opportunities to improve event operations, participant experience, and internal processes.
• Support planning and implementation of new events, activations, and community programs as organizational needs evolve.

Primary programs currently include, but may evolve based on KDA's annual programming and organizational priorities:

• Kirkland Wednesday Market
• Concerts in the Park
• Winterfest
• Merchant programs and meetings
• Downtown events, activations, and community programming

Stakeholder & Community Communications

• Serve as a primary operational point of contact for downtown businesses, community partners, vendors, and stakeholders.
• Coordinate merchant meetings, outreach, communications, and follow-up.
• Coordinate KDA's recurring newsletters and community communications.
• Gather, review, and proofread content from KDA programs, downtown businesses, sponsors, and community partners.
• Maintain communication schedules, stakeholder information, email distribution lists, and shared calendars.
• Track newsletter engagement and other communications metrics as needed for reporting.
• Coordinate with staff, Board members, and external partners to keep public-facing information current and accurate.

Board & Organizational Support

• Work closely with KDA's Board of Directors to support organizational priorities and annual work plans.
• Prepare Board and committee agendas, materials, reports, and supporting documentation as needed.
• Track action items, deadlines, and follow-up from Board and committee meetings.
• Provide operational information and program updates to support Board decision-making.
• Maintain organizational records and documentation.
• Help ensure Board members can remain focused on governance and strategic priorities rather than routine operational administration.

Financial & Administrative Coordination

• Track invoices, payments, reimbursements, and program expenses.
• Maintain supporting documentation for organizational financial transactions.
• Coordinate with KDA's bookkeeper and Treasurer to support accurate and timely financial administration.
• Assist with budget tracking and preparation of financial summaries.
• Coordinate sponsorship, partner, vendor, and program billing as needed.
• Maintain documentation required for City reimbursement and contract reporting.
• Support reconciliation by maintaining organized transaction and program records.
• Ensure financial documentation is organized and available for review.

City Contracts, Permitting & Reporting

• Manage administrative coordination and reporting associated with KDA's City of Kirkland contracts.
• Track contractual deliverables, deadlines, participation, expenses, and program outcomes.
• Prepare and coordinate required City reports and supporting documentation.
• Coordinate invoicing and reimbursement documentation associated with City contracts.
• Maintain documentation supporting reimbursement requests, invoices, and program reporting.
• Coordinate event permits, applications, site plans, insurance documentation, and other required materials with City staff.
• Maintain a calendar of permitting, reporting, and contractual deadlines.
• Ensure organizational obligations and deadlines are tracked and completed on time.
• Serve as an operational point of contact with City staff for programs, events, permits, and contract administration.

Key Performance Indicators

Success in this position may include:

• City reports, invoices, permits, and contractual deliverables submitted accurately and on time.
• 2027 programs and events planned and prepared according to established timelines.
• Consistent and professional Visitor Center operations.
• Programs and events supported by clear timelines, documentation, and operational plans.
• Accurate and organized financial and administrative records.
• Timely vendor, contractor, stakeholder, and partner communication.
• Board materials and organizational reporting prepared on schedule.
• Reliable tracking and completion of organizational priorities.
• Effective management of day-to-day operations, allowing the Board to focus on governance and organizational priorities.

Qualifications Required

• 3–5 years of experience in operations, project management, program management, nonprofit administration, events, or a related field.
• Demonstrated experience managing projects from planning through completion.
• Strong organizational and project management skills.
• Ability to independently manage multiple priorities, projects, and deadlines.
• Strong written and verbal communication skills.
• Strong attention to detail and follow-through.
• Ability to build, maintain, and improve operational systems and processes.
• Experience coordinating across multiple stakeholders, vendors, contractors, or partners.
• Proficiency with Google Workspace or similar productivity and collaboration tools.
• Comfort learning and managing new software and digital systems.

Preferred

• Experience with nonprofit, downtown, business association, or community organizations.
• Experience planning or coordinating community events, farmers markets, concerts, or similar programs.
• Familiarity with municipal permitting, government contracts, or public-sector reporting.
• Experience managing volunteers, contractors, temporary staff, or event personnel.
• Experience with basic bookkeeping, invoicing, budgeting, or financial tracking.
• Experience with registration, project management, CRM, email marketing, or event management platforms.
• Experience creating site plans, event maps, operating plans, or similar logistical documentation.

Core Competencies

• Operational leadership and ownership
• Organization and systems thinking
• Project and deadline management
• Clear written and verbal communication
• Problem-solving and adaptability
• Attention to detail
• Stakeholder coordination
• Independent decision-making
• Accountability and reliability
• Process improvement
• Ability to manage competing priorities

Work Structure

• Full-time, non-exempt, 40 hours per week
• Primarily onsite at the Kirkland Visitor Center at Kirkland Urban, with limited remote flexibility
• Primarily weekday business hours, with some evening meetings and event-related schedule flexibility as needed

How to Apply

Please apply through Indeed with:

• Resume
• Brief cover letter describing your relevant experience and interest in supporting downtown Kirkland

KDA is looking for someone who enjoys creating structure, keeping complex projects moving, solving operational challenges, and working with a wide range of people to support a vibrant downtown Kirkland community.

Pay: $45.00 - $50.00 per hour

Benefits:

• Paid time off
• Professional development assistance

Work Location: In person