Job Title: Artistic Operations Assistant
Department: Operations
Reports to: Chief Operating Officer
Status: Full time, exempt

Summary: The Artistic Operations Assistant provides essential support to the Artistic and Operations Departments and the Chief Operating Officer to ensure the smooth execution of administrative and logistical needs of both departments and the orchestra. The Artistic Operations Assistant also provides artist care support and serves in the Artist Duty concert rotation.

Essential Job Functions:

• Provide administrative support to the Chief Operating Officer as needed
• Manage travel and hospitality for guest artists and conductors, to include fulfillment of riders, where applicable
• Serve in the rotation of Artist Duty assignments for rehearsals and performances
• Create, edit, and issue artist contracts and riders, as assigned, including providing digital signatures where necessary
• Organizing the catering requirements for visiting artists, which includes engaging catering companies, as well as shopping, stocking supplies and setting-up/dismantling dressing room catering as required
• Liaise with PSR to manage artist comp ticket allocations and distribution
• Process and track Artistic and Operations invoices, create invoices for outside entities as needed, and maintain accurate records of processed invoices for departmental reference
• Liaise with finance department to ensure timely and proper payments for contracts
• Coordinate preparation and proofreading of, and supervise the printing and distribution of, the Schedule of Performances and Rehearsals, and all calendar updates, on all accessible platforms
• Assist with the maintenance of the orchestra calendar and manage input of schedule information in OPAS
• Maintain and communicate program and rehearsal order deadlines
• Maintain accurate records within the artistic department, such as the Artist Database and artist information in OPAS
• Assist the Chief Operating Officer in keeping track of service counts and contractual deadlines, including calendar distribution and program deadlines
• Provide administrative support for managing Houston Symphony archival and commercial recording
• Distribute archival recordings and agreement letters to visiting artists
• Manage logistics for the Artistic and Orchestra Affairs and Popular Programming Committees of the Board
• Assist with the management of the Jones Hall rehearsal room schedule, including supervision and assistance with setup as needed
• Manage musician practice and coordinate with artistic department for guest artist rehearsal needs
• Promote orchestra stewardship by maintaining a positive relationship with members of the orchestra and performing other tasks such as monthly birthday cards, etc.   
• Review monthly In-Tune magazines and other marketing materials as needed
• Perform additional duties as required by the Houston Symphony Society