Project & Operations Associate

Midnight Mansion creates immersive, in-person experiences, bringing together design, engineering, fabrication, and creative technology. We’re looking for a Project & Operations Associate to work closely with our Head of Partner Projects and CEO Victor, our CEO, and help keep projects and day-to-day company work moving.

The Role

This is a full-time, in-person role, and requires the ability to commute to our working locations in either Needham, MA or Somerville, MA as-needed. You’ll handle coordination, research, follow-ups, and documentation, turning incomplete information into clear next steps and following through until the work is done.

Some days you’ll compare vendor quotes, prepare a client brief, or research an unfamiliar technical question. Other days you’ll organize a spreadsheet, schedule interviews, update notes, or chase a missing answer. The routine work is a real part of the job. As you learn the business and build trust, you’ll gradually own smaller projects and workstreams. Overall project delivery will remain with a Project Coordinator.

Who We’re Looking For

• Strong organization and follow-through. You keep track of commitments and verify that things are finished.
• Initiative and practical judgment. You can make a useful start with incomplete information, ask focused questions, and recognize when a decision needs someone else’s input.
• Clear writing and communication. You can turn a long thread or messy set of notes into a short update that tells someone what matters and what happens next.
• Curiosity about creative production and technical work. You don’t need to be an engineer, but you should enjoy learning enough to ask good questions and work with specialists.
• Good interpersonal instincts and discretion. You can follow up without creating friction and handle sensitive company, client, and hiring information carefully.
• Dependability and focus. You take pride in a commitment to quality, including when the work is repetitive. You can bring back a recommendation and a focused question rather than handing the whole problem back to someone else.
• Success means fewer loose ends and moving forward without constant supervision.

Responsibilities

• Researching open questions, gathering information from the right people, comparing options, and bringing back a concise recommendation.
• Coordinating schedules and meetings, prepare agendas, capture decisions, and follow up on action items.
• Keeping communication moving between teams, vendors, and clients. Confirm details, chase outstanding items respectfully, and flag blockers before deadlines slip.
• Preparing client and vendor meeting briefs, organizing quotes, and draft routine emails and proposals for review.
• Maintaining accuracy and usability of ing documents, trackers, shared files, and internal systems.
• Completing recurring data entry, spreadsheet cleanup, and other administrative tasks.
• Helping with hiring coordination, onboarding, vendor paperwork, and the operational details that otherwise land with leadership.
• Turning rough notes, voice memos, messages, and half-formed ideas into organized tasks, clear owners, and deadlines.
• Building trust through dependable execution, then gradually take ownership of smaller projects and workstreams with clear scope and decision-making authority.

Qualifications

• Ability to commute to our studio in Needham, MA or our venue in Somerville, MA
• Ideally 2–5 years of experience in operations, project support, executive or administrative support, or a similar coordination role. We’re open to other backgrounds with strong examples of independent ownership.
• Comfort working with spreadsheets, shared documents, calendars, and task trackers, with the ability to pick up new tools quickly.
• Experience organizing information, coordinating multiple deadlines, and keeping accurate records.
• Strong written communication and the ability to summarize research, draft correspondence, and document decisions clearly.
• Interest in creative production, engineering, or immersive experiences. You don’t need an engineering background, but you should be comfortable asking questions and learning from specialists.

Compensation & Benefits

• $55,000 to $65,000/yr commensurate with experience and demonstrated ability to work independently
• Paid Time Off (PTO) plus 12 recognized holidays
• Highly flexible work hours
• Medical, vision, & dental coverage
• Retirement savings plan with employer match

To Apply

Send an email to careers@midnightmansion.com with the subject line “Project & Operations Associate Application”.

Please include:

• Your résumé.
• 1–2 sentences on what you’re passionate about.
• A brief example of a time you turned an unclear or disorganized assignment into a completed result - what you figured out, where you needed help, and how you followed through.
• Relevant work samples are welcome but not required.