Artistic Administrator - CAPA

Primary Function

The Artistic Administrator works in the production department to originate and execute Artistic Planning. This role is the primary administrative assistant to the Music Director, manages contract communication, and supervises artist relationships from concept to concert.

Administrative Support of the Music Director (25%)

• Manages the Music Director’s involvement in CSO engagements (concerts, rehearsals, development engagements, other events).

• Works with the Music Director to plan the Masterworks series, including budgets, calendar management, artist contracting, library coordination, and team communication.

• Works with the senior staff to coordinate board reports given by the Music Director and is a point of contact for Board Members who wish to engage the Music Director as part of strategic development.

• Manages CSO engagements of the Music Director.

• Interprets and relays ongoing artistic direction for the Masterworks series from the music director to the personnel and operations teams.

• Coordinates audition planning between the Music Director and the personnel and operations team members.

Artistic Planning (50%)

• Work to identify new program opportunities that produce revenue for the Columbus Symphony.

• Curate education, family, community, and special event projects with conductors, the orchestra committee and CSO stakeholders.

• Work with the library staff to help refine repertoire choice, screening instrumentation, and licensing costs for each project.

• Initiate, conceive and record artist contracts as part of the project planning process.

• Assists VP of Production in developing project budgets.

• Use scheduling systems (Outlook, ArtsVision) to initiate and maintain project entries.

• Regularly checks scheduling systems to maintain accuracy of communication.

• Maintain a working relationship with Conductors, Choir Director, and Music Director to confirm project specific details in advance and share this information with the production team.

• Ensures that project details are accurate prior to musician roster publishing deadlines.

• Work to ensure that project details are communicated accurately between CSO staff and partner organizations.

Artist Management (25%)

• Schedules advance calls with artist representatives for participation by team members.

• Works with Artistic Coordinator to verify that guest artist hospitality needs are met for each performance.

• Confirms guest artist arrangements with artist agents or artists when appropriate, and/or ensures the Artistic Coordinator is facilitating arrangements.

• Participate in advance planning and execution of artist hospitality riders for select performances.

• Is present at events in a working role as needed to support artist management.

• Maintain supervision of production assistants, runners, interns and/or volunteers who execute hospitality needs for productions.

• Records and submits costs associated with projects to the accounting department and assists with tracking project expenses in budgets.

• Initiates contract payment requests with accounting.

Knowledge, Skills, and Abilities

• Superior understanding of classical music repertoire.

• Ability to read music.

• Thorough understanding of orchestral instrumentation and practices related to orchestra musician hiring.

• Understanding of the various administrative roles in a professional orchestra.

• Knowledge of arts contracting.

• Knowledge of artist hospitality best-practices.

• Excellent communication skills.

• Excellent organizational skills and acute attention to detail.

• Ability to work independently with good time management and multi-tasking skills.

• Ability to respond accurately in high volume communication environment.

• Ability to maintain a high degree of confidentiality.

• Ability to occasionally lift 25 pounds.

Credentials and Experience

• Bachelor’s degree in music, Arts Administration, or related field. A master’s degree in music or Artistic Administration is preferred.

• Three years’ experience working for a professional orchestra in an administrative role.

Special Requirements

• Requires flexibility of schedule to accommodate needs of the organization that often include evening and weekend events.

• Valid driver’s license, clean driving record, and ability to pass a background check.