Artistic Operations Coordinator

POSITION SUMMARY:

Overseen by the General Manager (GM), the Artistic Operations Coordinator plays a vital role in supporting guest artist relations, completing administrative tasks related to concert operations, and communicating with key constituents in the planning and onsite execution of each PSA performance.

DUTIES AND RESPONSIBILITIES:

Artistic:

Assist GM in managing relationship with artist agents and advancing soloists’ upcoming performances.

Create travel itineraries and assist in generating contracts, directions, and other documents for guest artists as needed.

Manage reservations and serve as point of contact for local hotel and car service.

Serve as point of contact for guest artists onsite: provide rides to/from the hotel, source hospitality, and deliver excellent customer service backstage.

Ensure that conductors, musicians, and guest artists are treated professionally and respectfully across the organization.

Assist GM in research projects during the season planning process.

Other duties as assigned.

Operations:

Assist GM in identifying and maintaining relationships with vendors throughout the season.

Keep accurate and regularly-updated records of production expenses and materials (season schedules, budget trackers, invoices, etc.)

Generate maps, directions, schedules, and other key documents necessary to communicate information with staff, vendors, orchestra members, and other stakeholders as needed.

Oversee front-of-house vendors and event personnel onsite when assigned.

Assist the GM in serving as point of contact with orchestra’s primary performance venues: the Ambassador Auditorium in Pasadena the Los Angeles County Arboretum in Arcadia.

Coordinate schedules, facility needs, permit applications, and other event requirements as requested.

Attend PSA rehearsals and concerts, including youth orchestra services, when requested.

REQUIREMENTS:

Be a self-starter with the ability to take initiative and manage own time.

Possess an approachable, positive, and flexible demeanor to deliver good customer service backstage with artistic personnel and front-of-house with patrons.

Strong organization and problem-solving skills with ability to stay calm under pressure.

Excellent written and verbal communication skills.

Must possess basic knowledge of orchestral music and the ability to read music.

Must be able to lift up to 30 pounds (such as boxes of music, chairs, music stands, etc.) either alone or with assistance.

Must possess a valid driver’s license, maintain insurance, and have a reliable vehicle as this person will be required to drive to off-site locations, transport artists, and haul production-related supplies between venues, as requested.

Fluency in Microsoft Suite components and remote working tools such as Teams and Zoom.

At least 1-2 years of orchestra administration or production experience preferred.

While this is primarily an in-office position, this position will also be required to be present for evening and weekend rehearsals, performances and events, and load-in/outs at our venues. A flexible work scenario will be considered to accommodate this schedule.

COMPENSATION AND BENEFITS:

The hourly range for this position is between $23-28 per hour, based on experience.

Salary: $23 – $28 per hour

Benefits: The Pasadena Symphony Association covers 100% of fulltime employees medical, dental, and vision insurance benefits and provides optional participation in the company’s 401(k)-retirement plan (unmatched). The Association also offers 10 paid holidays and 80 hours of accrued annual paid vacation.

Education requirements: Bachelor’s degree

Deadline to apply: October 11, 2024

Documents required to apply: Resume, cover letter

How to apply: Email an attached cover letter and resume/CV to the attention of Bella Sunshine, GM, at BSunshine@PasadenaSymphony-Pops.org.