Concert Operations Assistant

HOUSTON SYMPHONY SOCIETY•Houston, TX

13d•$19 - $22•Onsite

About The Position

The Concert Operations Assistant provides essential administrative support to the Concert Operations and Orchestra Personnel Departments, and the Chief Operating Officer to ensure the smooth execution of administrative and logistical needs of both departments and the orchestra. The Concert Operations Assistant contributes to a culture of collaboration and support within the artistic operations department and the entire organization.

Requirements

College degree required
General knowledge of classical music
Proficient in Microsoft Word, Excel, PowerPoint
Knowledge of database research, reporting and mail merge functions required
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

Process and track Operations invoices, create invoices for outside entities as needed, and maintain accurate records of processed invoices for departmental reference
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
Maintain and communicate program and rehearsal order deadlines
Assist the Orchestra Personnel department with auditions and any orchestra events as needed
Assist Orchestra Personnel department to coordinate and submit all AFM forms and payments, as well as with the tracking of EMG as needed
Provide administrative support to the Chief Operating Officer as needed
Assist the Chief Operating Officer in keeping track of service counts and contractual deadlines, including calendar distribution and program deadlines
Manage logistics for any Orchestra Committee meetings as assigned
Assist with the maintenance of the orchestra calendar and manage input of schedule information in OPAS, including preparation and proofreading of and supervision of the printing and distribution of the Schedule of Performances and Rehearsals, and all monthly calendar updates, on all accessible platforms
In coordination with the Education and Community Engagement and Development departments, assist in the scheduling of musicians for Community Connections and Audience Development Services, and assist the Orchestra Personnel in arranging for musicians at Audience Development Services.
Review monthly In-Tune magazines and other marketing materials as needed
Maintain a friendly and positive environment in all interactions with all musicians, chorus members, crew, staff, artists, and guest production personnel
Perform additional duties as required by the Houston Symphony Society