Creative Operations & Resource Coordinator

Job Title: VP, Creative Operations & Resource Coordinator

Job Location: NYC, NY, Hybrid (in-office 3 days/week)

Compensation: $75K-$85K + 401k with Match + 3 weeks PTO + Medical, Dental, & Vision Benefits

Araca Group is a leading, global entertainment & merchandising company that has been prospering for almost 25 years thanks to our innovative and collaborative team members. Araca’s employees act as brand ambassadors through creating live event and ecommerce merchandise experiences for some of the world’s top entertainment properties including, Wicked, The Book of Mormon, Beetle juice the Musical, Back to the Future, The Outsiders, Formula 1 Exhibition and many more.

We are in search of a highly organized and strategic VP, Creative Operations & Resource Coordinator to join our Art team.

This role will oversee the workflow, scheduling, and resource planning of the Art team, balancing company priorities, client needs, deadlines, team capacity, and new business opportunities.

Working closely with Account Management, company leadership, and the Art team, this person will help ensure that creative work is appropriately prioritized and assigned. They will partner closely with the Art Director and COO to ensure the team has the resources, information, and support needed to deliver high-quality work on time.

The VP, Creative Operations & Resource Coordinator is responsible for managing an efficient and responsive workflow for the Art team and ensuring creative resources are aligned with company priorities, client needs, new business opportunities, and evolving deadlines.

Serving as a primary point of coordination between Account Management, company leadership, and the Art team, this role manages the flow and prioritization of creative requests while maintaining an understanding of team capacity, project status, and upcoming business needs.

This role works closely with the Art Director and COO to ensure the Art team is appropriately resourced and supported. The position will oversee the operational side of the department, allowing the Art Director to focus on creative direction, quality, mentorship, and creative leadership.

This person should be highly organized, proactive, calm under pressure, and comfortable managing competing priorities and making decisions about resources and timing in a fast-moving creative environment. This position works in close partnership with the Art Director and reports to the COO.

• Own and manage the day-to-day flow of creative requests through the Art team, from intake through completion.
• Maintain a current view of active projects, upcoming requests, deadlines, priorities, and team capacity.
• Translate company priorities, client needs, Account Manager requests, and new business opportunities into an actionable creative schedule.
• Evaluate competing priorities and recommend scheduling solutions based on urgency, business impact, complexity, available resources, and deadlines.
• Assign work based on designer skill sets, capacity, development opportunities, and project requirements.
• Coordinate the use of freelance designers and other external creative resources when additional support is needed.
• Identify opportunities to improve efficiency and maximize internal and external creative resources.
• Identify potential bottlenecks or resource conflicts early and recommend solutions.
• Maintain visibility into what is committed, in progress, at risk, and unable to be accommodated within current timelines.
• Seek the Art Director’s input when determining the appropriate creative resource for high-priority or strategically important projects.
• Incorporate the Art Director’s knowledge of the team and creative expertise into resource decisions without making the Art Director responsible for day-to-day traffic and scheduling.
• Evaluate new requests, changes, and shifting priorities before adding them to the team’s workload.
• Provide designers with clear priorities, deadlines, expectations, and next steps.
• Help create an environment where designers can work independently while receiving the appropriate level of creative…