Artistic Planning Coordinator and Assistant to the Music Director

JOB OVERVIEW:

Under the direction of the Vice President of Artistic Planning, the Artistic Planning Coordinator and Assistant to the Music Director is responsible for assisting in the successful operations of the Symphony Artistic Department with a special eye toward serving as the Music Director’s (MD) assistant.  The individual will provide efficient, thoughtful, and collaborative organization of the artistic planning team at Utah Symphony Utah Opera (USUO).  With other members of the department, the Artistic Planning Coordinator provides friendly logistical support, high-quality service, and beginning-to-end assistance for visiting artists and their management.  Often serving as the first point of communication with internal and external partners at USUO, this coordinator will balance departmental priorities with care in an active and high-paced environment.  In reporting to the Vice President, the individual will also collaborate regularly with the Artistic Planning Manager and other members of the Operations Department to provide support for the daily operations of multiple departments and functions.  Additionally, the individual will provide professional support of the highest level to USUO’s MD, Markus Poschner.  In doing so, they will provide information support for the MD, manage the MD’s calendar as it relates to USUO visits or duties, and represent the MD to members of our organization including staff, musicians, and departments.

ESSENTIAL RESPONSIBILITIES INCLUDE:

Artistic Planning and Coordination:

• Support the Vice President of Artistic Planning by providing logistical organization of the Symphony Artistic Department with internal and external partners.
• With the leadership of the Artist Planning Manager, directly engage with guest artists, guest artists’ managers, and other partners in professionally representing USUO and the Symphony Artistic Department.
  • Arrange and assist in all guest artist hospitality including travel, accommodations, on-site services, and related logistics.
  • Assist in execution of guest artist contracts.
  • Create and provide guests artist welcome packets and related itineraries.
  • Manage dressing and practice room schedules.
  • Assist in processing guest artist payments.
• In cooperation with Artistic and Operations Department colleagues, serve concert duty as directed.  This may include details such as escorting and directing guest artists backstage during rehearsals or concerts, managing and enforcing backstage lists, and communicating related details with internal and external partners.
• With assistance from Human Resources, serve as USUO’s point person for researching, assisting, procuring, and ensuring guest artists’ work visas or employment authorizations.
• Collaborate with Symphony Artistic, Operations, Education, Development, and other teams in supporting ancillary events and activities.
• Help maintain Symphony Artistic Department records.
• With the Opera Assistant Conductor and Chorus Director, support the Utah Symphony Chorus in contracting, communications, scheduling, and execution of rehearsals and performances.
• Serve as the galvanizing architect for USUO pre-concert lectures, including collaborating with internal stakeholders such as the Vice President of Artistic Planning, Vice President of Education and Community Engagement, Music Director, Assistant Conductor, Operations Department staff, and others.

Support to the Music Director:

• Maintain, coordinate, and communicate the MD’s USUO schedule, including: rehearsals, concerts, community appearances, fundraising events, receptions, meetings with staff members, musicians, board members, guest artists, etc.
• Maintain daily appointment schedule including meetings with staff members, musicians, board meetings, interviews, etc.
• Assist with business travel when necessary.
• Manage PR related activities for MD including reviewing PR/Marketing materials and photos, ensuring accuracy. Review with Music Director and their management for correct branding and imaging.
• Assist with time management by gathering, transcribing, formatting, editing, and copying information.
• Liaise with other departments with regards to the MD’s schedule.
• Record meeting minutes for Orchestra Committee and Department Heads meetings, Artistic Advisory, and other related meetings.
• Represent MD in all ways while maintaining confidence and speaking for them as necessary.
• Attend meetings on behalf of MD as needed and take notes.
• Assume additional responsibilities and perform special projects as needed or directed.

DESIRED EDUCATION / EXPERIENCE / SKILLS:

• Minimum of bachelor’s degree or two years’ relevant experience.
• Excellent written and verbal communication and interpersonal skills.
• Ability to work discretely and independently and display good judgement in dealing with diverse personalities and potentially challenging situations.
• Team player with proven ability to work collaboratively across departments and maintain effective interpersonal relationships.
• Ability to professionally solve problems and meet multiple deadlines when under pressure.
• Excellent organization and time management skills.
• Professional work ethic and the ability to collaborate effectively with orchestra and staff colleagues.
• Tact and discretion in handling sensitive and confidential information.
• Experience with symphonic music and knowledge of symphonic repertoire strongly preferred.
• Working knowledge of MS Word, Outlook, Excel, and database systems.
• Experience with OPAS Software a plus.
• Possess a valid US driver’s license and good driving record.

PHYSICAL REQUIREMENTS:

• Prolonged periods of remaining stationary and working on a computer.
• Able to move equipment weighing up to 20 pounds.

SALARY RANGE:

• Pay begins at $20/hour, plus excellent benefits

TO APPLY:

Please apply online @ www.usuo.org/employment. Application materials should include a cover letter and résumé. Applications with a cover letter will be prioritized.