Artistic Services Coordinator

Title:

Reports to:

Chief Operating Officer

Job Summary:

The Artistic Services Coordinator reports directly to the COO and works closely with artist managers, choruses, all resident and guest artists, library staff, and Artistic Operations department staff. The Artistic Services Coordinator is responsible for the smooth, professional, efficient, high quality and cost-effective functioning of the organization’s artistic initiatives. The Artistic Services Coordinator is the face of the FWSO to all guest artists, conductors, choruses, and artist managers and ensures the essential support to maintain relationships between the FWSO and guest performers.

Key Responsibilities:

Create, process and manage all guest artist contracts. Responsible for facilitating timely execution of contracts including generating and preparing contracts, managing the editing process, and communicating and distributing final details to all parties involved
Issues, distributes, and tracks guest artist contracts and payments in coordination with the Finance Department
Functions as staff liaison for all guest artists. Coordinate artist travel (including ground transportation) and accommodations in accordance with contracts
Produce artist itineraries in consultation with operation and development staff
Manage all aspects related to guest choral ensembles including communication of all relevant details and logistics with choir director and singers
Manages monthly budgeting reports including Guest Artist Fees and Expenses, contract log, trade reports, and other reports
Processes and codes artist-related expenses
Solicits artist broadcast preferences and manage archival tape requests with guest artists, artist managers, and Artistic Operations staff
Coordinates conductor/soloist meetings, piano/vocal rehearsals, and guest artist auditions as needed
In coordination with the Personnel Manager and Principal Librarian, collect rehearsal orders from conductors
Works closely with Vice President of Artistic Operations to facilitate any necessary visa petition filing for guest artists in a timely manner, including gathering of supporting materials, assembling, mailing, and tracking
Prepare monthly calendars for distribution to staff, musicians, and others
Works with all contracted artists to get all promotional kits needed for marketing
Performs other duties as assigned

Required Skills/Abilities:

Deep knowledge and understanding of classical as well as popular music repertoire; local, national and international landscape of classical music field and industry trends
Demonstrated success at managing relationships with conductors, instrumental soloists, composers and their agents/managers/publishers, and the ability to negotiate advantageous performance fees and contracts in balance with achieving the artistic vision of the CEO
Excellent organizational and communication skills
High attention to detail
Ability to manage multiple priorities on deadline and to handle a broad range of responsibilities, including a facility with budgets
Self-motivated style that takes initiative and thrives in a fast-paced work environment
A team player with creativity and patience

Education and Experience:

BA in Music or Arts Management or equivalent
1-2 years or more experience showing progressive artistic planning experience and responsibility working in a leadership role within an orchestra
Experience developing and managing budgets

Physical Requirements:

Sedentary work that primarily involves being stationary up to 75% of the time
Ascending or descending stairs, ladders, scaffolding on occasion
Moving self in different positions to accomplish tasks in various environments including tight and confined spaces
Moving about to accomplish tasks or moving from one worksite to another
Medium work that includes moving objects up to 50 lbs

Expected Work Hours:

This is a full-time position expected to work a minimum of 40 hours per week. Office hours of the symphony are 9 am – 5 pm Monday – Friday however full-time employees are expected to work the minimum 40 hours to ensure work is completed on time. Evening and weekend work is expected of Staff during the Performance Season.

Summary Statement

The duties and responsibilities described are not a comprehensive list and additional tasks may be assigned to the position/employee from time to time. The scope of the job may change as necessitated by business demands.

Apply:
Please send cover letter and resume to:
Human Resources via e-mail at careers@fwsymphony.org