Artistic Coordinator

POSITION SUMMARY:

The Artistic Coordinator provides administrative support to St. Louis Symphony Orchestra (SLSO) guest artists, soloists, conductors and the Artistic Administrator. Primary responsibilities include the coordination of artist itineraries, advancement of travel logistics and SLSO artist contract administration. As the primary point of contact for artists and artist managers, the Artistic Coordinator serves as an ambassador of the SLSO, ensuring the highest standard of artist care and hospitality for soloists, guest conductors, and touring groups. This position reports to the Artistic Administrator and works closely with the entire Artistic and Operations department and various external constituents.

FUNCTIONS OF THE JOB:

-Produce and deliver SLSO artist itineraries in coordination with artists, artist managers, Artistic Administrator and other SLSO staff.

-Coordinate SLSO artist travel and accommodations as per contract requirements.

-Manage all aspects of SLSO artist hospitality including dressing room preparation, catering, artist supplies, comp requests and backstage guest requests.

-Manage all aspects of SLSO artist ground transportation needs including artist driving, hiring of part-time drivers, and coordinating car service and weekly driving schedules as needed.

-Provide support in the processing of foreign artist visas in collaboration with artist managers.

-Create, issue, track and administrate SLSO guest artist contracts.  Process returned contracts for execution, providing documentation to the Accounting Department for proper payment and tracking of all fees and checks.

-In collaboration with the Artistic Administrator, distribute and collect information from conductor questionnaires including string counts, editions, rehearsal orders, conductor soloist meetings, and piano selections.

-Assist with the creation, production and calling of supertitles as needed.

-Manage the hiring of pre-concert speakers and all necessary arrangements for pre-concert talks.

-Proofread SLSO marketing and PR materials giving special attention to accuracy of artistic content.

-Participate in a rotation of artistic concert duty, attending SLSO rehearsals and performances as needed to ensure adequate support to artists and coordinating artistic duty rotation scheduling.

-Assist with responses to and tracking of proposals from artists and composers.

-Attend production, artistic and other department meetings as well as musician committee meetings as required, taking and distributing minutes as needed.

-Oversee the distribution of archival recordings to guest artists and assist with recording selection and artistic materials for grant proposals.

-Assist with the management of SLSO Assistant and/or Resident conductors schedule and contract administration.

-Assist with the management of SLSO subscription cover conductor roster.

 

POSITION QUALIFICATION REQUIREMENTS:

Knowledge: Requires familiarity with symphony orchestra artistic and operational practices and an appreciation for classical music and artists. Proficiency with office equipment, a PC network environment and Microsoft Office software required. Familiarity with ArtsVision and an ability to read music is preferred.

Experience:  A bachelor’s degree and previous relatable professional experience is required. Previous arts administration or customer service experience is preferred.

Skills and Abilities:

-Excellent verbal and written communication skills.

-Strong interpersonal skills with a high level of attention to artist needs and relationship building with various vendors and artist managers. 

-Exceptional organizational skills and an ability to multitask, prioritize and meet deadlines in fast-paced and team-oriented environment.

-Demonstrated willingness to work independently, anticipate issues and use good judgment with basic guidance and instruction.

-Extremely reliable, punctual and professional.

-Supports a positive work atmosphere by demonstrating flexibility and enthusiasm for collaboration.

-Strong problem-solving skills and a desire to develop systems that improve efficiency.

-A refined sense of attention to detail and accuracy of work.

-Reputation for high ethical standards, sensitivity and discretion when working with confidential data.

-Maintains the highest standards of safety and judgement when transporting SLSO artists.

-Ability to safely operate vehicles ranging in size from a sedan to a 15-passenger van.

-Ability to lift luggage or other items weighing 50 pounds or more may be required.

-Schedule flexibility and an ability to work days, evenings, weekends and irregular hours as needed.  

 

License(s)/Certification(s) Required: Valid driver’s license with driving record acceptable by SLSO insurance company is required. 

 

The SLSO embraces a world in which every life is enriched through the power of music. We are committed to cultivating a culture of inclusion and connectedness where a diverse team of employees can grow and thrive. The collective sum of our employees’ individual differences, experiences, knowledge, self-expression, and talent are represented in our culture, innovative spirit and the SLSO’s achievements. In recruiting for our team, we welcome candidates’ uniqueness in culture, social identities, expression, and viewpoints. The SLSO is an Equal Opportunity Employer.