Executive Assistant to the Music Director

SAN FRANCISCO SYMPHONY•San Francisco, CA

4d•$84,486 - $91,940•Hybrid

About The Position

The Executive Assistant to the Music Director provides executive administration for the San Francisco Symphony’s Music Director (MD). The position serves as the main point of contact for internal and external constituents and oversees the day-to-day operations of the Music Director’s Office. The position facilitates communication, troubleshoots and maintains relationships with key stakeholders and associates to support the SFS’ and MD’s artistic goals and objectives. The position works with the Senior Director of Artistic Planning (SDAP) and other department heads to help MD prioritize meetings and requests. This position also provides project management and administrative support to the Artistic Planning team, especially in periods when the Music Director is not present in San Francisco.

Requirements

A minimum of 3-5 years’ experience working as part of an Artistic Planning/Operations Team, or as an Executive Assistant to a CEO/Music Director (or to someone of an equally high level), ideally in the world of classical music.
Excellent communication skills, both written and verbal.
Excellent computer skills, including Microsoft Word, Excel, Access and Power Point.
Ability to professionally and diplomatically communicate and interact with a wide variety of internal and external stakeholders.
Ability to collaborate effectively in a team environment.
Strong situational awareness; able to work discreetly, independently and display good judgment in dealing with diverse personalities and potentially difficult situations.
Valid California driver’s license preferred and satisfactory results of a complete background investigation.
Must be available to regularly work flexible hours, particularly weekends and evenings.

Responsibilities

Provides all executive administration for MD.
Oversees daily operations of the office of the Music Director (MD) at the Symphony and liaises regularly with MD’s management to ensure calendars and schedules are coordinated.
Provides focused support at every SFS rehearsal, concert, and meeting involving the MD to ensure smooth participation at events.
Maintains and coordinates MD’s SFS and yearly calendar and schedule: rehearsals, concerts, community appearances, fundraising events, receptions, meetings with staff members, board constituents, musicians, guest artists, etc.
Prepares MD for appointments, meetings and rehearsals: Manages schedule distribution among staff and departments.
Maintains open and direct communication with all branches of the San Francisco Symphony on behalf of the MD.
Assists MD with project notes and edits.
Acts as liaison to symphony librarians and works with library to keep current the status of MD’s orchestral parts and scores.
Supports Artistic Operations department on semi-staged programs and other MD initiatives as assigned.
Performs musical research and production assistance on special projects as needed.
Serve as primary liaison with all SFS departments/staff to assist with matters such as requests for personal appearances/interviews, scheduling of auditions, meetings for various operational issues (staging, tour requirements, etc.), and related issues.
Prioritizes requests to ensure most efficient use of Music Director’s time.
Keeps MD informed and updated without regard to location, either onsite at the SFS or at other locations.
Ensures that administrative and personal support needs are met, including correspondence, record-keeping, ticketing requests, travel arrangements, etc.
Manages MD’s guests and visitors.
Acts as liaison with staff of other major music institutions and the MD’s management, including other organizations with which the MD has artistic and business relationships.
Provides secondary administrative support to SDAP and Artistic Planning team primarily in weeks when the MD is not present in San Francisco.
Arrange, accompany, and facilitate seamless local ground transportation and travel logistics for the Music Director in connection with Symphony functions.