ARTISTIC OPERATIONS COORDINATOR

Musical Instrument Museum•Phoenix, AZ

13h•Onsite

About The Position

The Artistic Operations Coordinator supports artist engagement and day-to-day operations of the MIM Music Theater, serving as a key point of contact for visiting artists and their representatives. This role coordinates artist hospitality, travel, and accommodations, and regularly performs day-of-show Artist Coordinator duties to ensure seamless execution of performances. The position also provides administrative and operational support to the Artistic Director and collaborates with Production, Front of House, and other departments to deliver a professional and welcoming artist experience.

Requirements

Bachelor’s degree and 1 year of related work experience or an equivalent combination of education and experience sufficient to successfully perform the essential duties such as those listed in the job description.
Must possess a valid Arizona Driver’s license at the time of hire.
Highly organized and extremely detail-oriented, with the ability to multi-task and track information from numerous sources
Excellent interpersonal skills, with the ability to communicate in writing, over the phone, and in-person in a way that is brand-appropriate for MIM
Must be able to interact effectively, professionally, and cheerfully with visiting artists, artist management, vendors, and inter-departmental contacts
Self-starter with the ability to work both independently and collaboratively
Comfort level and skill with learning new technology/software

Nice To Haves

Experience working in a concert or performing arts venue preferred including direct experience working with artists
Experience with theater technical and production tasks is a plus

Responsibilities

Serve as the primary day-of-show liaison for assigned artists, tour managers, and agents, providing a welcoming and professional artist experience.
Greet and host artists during their engagement, ensuring schedules are followed and needs are addressed.
Coordinate and book artist travel and accommodations, including hotels, airport transfers, and ground transportation, in accordance with contract terms.
Prepare and distribute artist itineraries in coordination with the Production Manager and Artistic Director, communicating updates as needed.
Track and fulfill artist hospitality and rider requirements, including dressing room needs, dietary requests, comp tickets, and special arrangements.
Adjust itineraries in real time when necessary and communicate changes promptly.
Perform Artist Coordinator duties for approximately five performances per week, ensuring seamless day-of-show execution.
Ensure the Artist Coordinator function is staffed for each performance when not personally filling the role.
Maintain a high-touch, hospitality-forward approach that enhances MIM’s reputation within the touring community.
Manage the artist hospitality credit card, including receipt collection and expense coding.
Maintain inventory of artist hospitality supplies and dressing room amenities.
Ensure cost control and budget alignment while maintaining service standards
Coordinate and schedule Theater Concierges and drivers to ensure timely and reliable transportation for all visiting artists.
Assist the Artistic Director and production team with operational and administrative tasks related to artist engagements.
Support contract administration, offer preparation, and artist engagement documentation, as assigned.
Coordinate with Production, Front of House, and other departments to support performance logistics and artist needs.
Assist with general administrative support including scheduling, correspondence, and departmental organization.
Maintain regular attendance and punctuality.
Follow all policies and procedures.
Cultivate inclusive and respectful working relationships that support a sense of belonging for all team members, volunteer team members, and guests.
Perform other duties of a similar nature and level as assigned.