Artistic Assistant

HOUSTON SYMPHONY SOCIETY•Houston, TX

1d•$19 - $22•Onsite

About The Position

The Artistic Assistant provides essential support to the Artistic Department to ensure the smooth execution of administrative and logistical needs of all artists including artist care support and serves in the Artist Services Duty concert rotation. The role provides high-level administrative and logistical support for the artistic team and guest artists. This includes administrative support to the Artistic team, assisting with artist care duties (travel, transportation, artist duty for concerts), and assisting with the advancing process for all artists (rehearsal order requests, liaising with other departments on scheduling events with artists, and other artist itinerary related items). The role also assists with the preparation, review, and execution of artist contracts, participates in rotation of Artist Services Duty assignments, and organizes catering requirements for visiting artists. Additionally, the Artistic Assistant contributes to a culture of collaboration and support within the artistic operations department and the entire organization by entering and maintaining accurate artist records, providing administrative support for managing Houston Symphony guest artist archival and commercial recording needs, liaising with the finance department for timely payments, processing and tracking Artistic invoices, liaising with Patron Services for artist comp ticket allocations, and liaising with the Artistic and Orchestra Affairs Committee (AOAC) and Popular Programming Committee (PPC) of the board. The role also maintains accurate minutes from AOAC and PPC meetings, reviews artistic/operations documents, reviews monthly In-Tune magazines and other marketing materials, maintains a positive working environment, and performs additional duties as required.

Requirements

College degree required
General knowledge of classical music
Proficient in Microsoft Word, Excel, Publisher, PowerPoint
Ability to keep up with changing priorities in a fast-paced environment, manage stress, work well under pressure, and multi-task
Excellent communication and clerical skills
Professional demeanor, detail oriented with a strong sense of confidentiality
Positive attitude and team-player approach
Ability to prioritize work and demonstrate initiative while working independently
Valid driver’s license and access to automobile required

Nice To Haves

Relevant experience in Arts Administration strongly preferred
Experience with orchestra management software such as Tessitura and OPAS a plus

Responsibilities

Provide administrative support to the Artistic team
Assist with artist care duties, including travel, transportation, and artist duty for concerts
Assist with advancing process for all artists, including rehearsal order requests, liaising with other departments on scheduling events with artists, and other artist itinerary related items
Assist with the preparation, review, and execution of artist contracts as required
Participate in rotation of Artist Services Duty assignments
Organize 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
Enter and maintain accurate artist records in tracking systems such as OPAS, the Artist Database, and other artistic documents
Provide administrative support for managing Houston Symphony guest artist archival and commercial recording needs, including issuing agreements for guest artists requesting archival recordings
Liaise with finance department to ensure timely and proper payments for contracts
Process and track Artistic invoices, create invoices for outside entities as needed, and maintain accurate records of processed invoices for departmental reference
Liaise with Patron Services to manage artist comp ticket allocations and distribution
Liaise with the Artistic and Orchestra Affairs Committee (AOAC) and Popular Programming Committee (PPC) of the board to accurately communicate meeting times, locations, food orders, and other necessary information
Maintain accurate minutes from all AOAC and PPC meetings
Review all artistic/operations documents such as but not limited to calendar updates, program pages, rehearsal orders, livestream graphics
Review monthly In-Tune magazines and other marketing materials as needed
Maintain a positive working environment both backstage and in the offices
Perform additional duties as required by the Houston Symphony Society