APAP Career Center

JOB PURPOSE AND REPORTING STRUCTURE: Reporting to the VP of Artistic Planning and working closely with the Music Director, the Artistic Coordinator is an integral member of the Artistic team, providing the best possible service to Guest Artists and Guest Conductors, Musicians and Music Director.

ESSENTIAL DUTIES AND RESPONSIBILITIES

· Draft and issue guest artist contracts and coordinate with the Finance department for timely payment of artist fees.

· Document and maintain records of artist contacts, contracts, and information with electronic database (Arts Vision) and file systems

· Coordinate with artist’s management to create and distribute artist itineraries as well as booking travel arrangements, hotel rooms and other miscellaneous details for all guest artists.

· Responsible for artist hospitality and coordinating with MSO’s food and beverage provider.

· Work with Artistic Associate to maintain relationships with local hotels and negotiate room rates and coordinate with development for in-kind room nights.

· Work with the Assistant to the Music Director and other staff and guest conductors to provide rehearsal orders and complete conductor questionnaires

· Represent the Artistic department in meetings as assigned.

· Manage and participate in backstage concert duty rotation.

· Assist the VP of Artistic Planning with outside communications, compiling of information and updating of planning documents.

· Communicate program and artist information and changes to staff.

· Assist the VP of Artistic Planning to develop and review artistic budget. Track hotel and other hospitality budgets, assist with budgeting process, complete check requests and credit card coding.

· Work with Education staff regarding guest artist contracts and itineraries for education concerts.

· Schedule and take minutes for Artistic Liaison Committee meetings.

· Proofread all materials containing program for artist, musician and program information (including concert programs and advertisements).

· Ensure that artistic supplies are stocked, and distribute any special needs to concert duty rotation

· Arrange for or escort artist(s) to appearances at Education, Development and Public Relations events as needed.

· Assist in the preparation of supertitles and operate supertitles for concerts.

· Other duties as assigned.