Personal Assistant to Music Director

The Woodruff Arts Center•Provo, UT

18d•$33

About The Position

The role of the Personal Assistant (PA) to the Music Director is a multifaceted position that provides comprehensive administrative, organizational and logistical support to the Music Director (MD). This includes managing the MD's schedule, coordinating meetings, and handling correspondence. The PA will also play a pivotal role as a liaison between the MD and the ASO’s Executive Director’s office and the ASO’s management teams. Work Schedule: This is a part-time (50%) role. When the Music Director is present in Atlanta, the role requires full-time availability at flexible hours, including evenings and weekends as provided for in this role description and as assigned by the Vice-President of Artistic Planning, in addition to business-day responsibilities. Hourly Rate: Starting at $ 33.00

Requirements

Detail-oriented: strong attention to detail and exceptional organizational skills are essential in all aspects of this role.
Outstanding written and verbal communication skills.
Outstanding eye for presentation.
Strong prioritization instincts; ability to work to deadlines.
A strong ethos to execute tasks in a timely and effective manner.
Outstanding interpersonal skills: ability to establish trust; to establish a strong rapport and to relate to diverse personalities, both internally and externally.
Well-developed critical thinking, problem solving and project planning skills.
Skilled at working independently, with minimal supervision, within a fast-moving team environment with accuracy, a sense of urgency, and the ability to multi-task and to act on own initiative.
Innate empathy, sensitivity to discretion, nuance and diplomacy.
Ability to use active listening, to ask questions, and to comprehend.
Comfortable operating with a high-level of ambiguity, and with great flexibility and nimbleness.
Openness to learn and exhibits a spirit of cooperation, teamwork, and flexibility.
Professional manager-level desktop computing proficiency.

Nice To Haves

Bachelor's degree from a four-year college or university.
Direct experience in a VIP-level customer/artist/client-facing role.
Familiarity with the American symphony orchestra environment.
Familiarity with the Music Director’s career.
Familiarity with Atlanta and/or the Atlanta Symphony Orchestra.
Knowledge of the French language.

Responsibilities

Serves as primary administrative support for the Music Director for all ASO-related matters, including all correspondence, scheduling, calendar management, record-keeping, ticketing, and other duties as requested.
Generally acts as communication channel between the Music Director and the management and staff of the ASO.
Is on call when Music Director is present in Atlanta or is touring with the ASO, with full-time availability at flexible hours, including evenings and weekends.
Attends all of the Music Director’s rehearsals and concerts.
Accompanies the Music Director on ASO-related trips, tours or ASO-related external commitments, as required.
Coordinates meetings involving the Music Director, prepares agendas and minutes, coordinates follow-ups.
Takes the lead with ensuring continuity and internal communication around some of the Music Director’s key projects, including: Recordings Tours Residencies
Facilitates communication, and acts as a conduit for communication on artistic matters between the Music Director and the ASO functions involved in its concert/recording output, including the following: The ASO’s Library team (oversight and implementation of Music Director’s library needs) The ASO General Manager’s Office and the ASO’s Operations and Production teams (including stage crew, audio, video, and lighting engineers) The ASO Orchestra Personnel Team (including rosters) The ASO’s Artistic Planning team
Facilitates communication, and acts as a conduit for communication between the Music Director and other ASO functions which interact with the Music Director, including the following: The Marketing and Communications team; The Development team; The Sales & Revenue team; and The ASO Executive Director’s office.
Facilitates communication, and acts as a conduit for communication with the General Manager’s Office and the Orchestra Personnel Team to facilitate the Music Director’s orchestra personnel obligations under the ASO’s Collective Bargaining Agreement: Auditions Tenure meetings Statutory meetings with ASO musicians.
In close coordination with the Assistant Conductor, initiates and oversees discussions with the Music Director for the delivery of the following processes, in line with the timelines provided by the ASO’s Collective Bargaining Agreement: string counts rehearsal plans stage set-ups / stage plots / orchestra seating plans / special stage arrangements
In close coordination with the Vice-President of Artistic Planning and the Artistic team, prepares Music Director’s itineraries, including coordination with guest soloists, for all Music Director’s ASO rehearsal and concert activities; coordinates itineraries’ execution with the ASO’s Artistic Coordinator and with other ASO Teams.