SUMMARY: The Assistant Artistic Administrator (AAA) provides administrative support to the  Programming department, including both onstage and offstage (community) work. The AAA works closely with members of the Programming and Operations teams, coordinating and disseminating artistic information across the organization while ensuring superior service to visiting artists, conductors, and composers. This role will provide a professional growth opportunity into orchestral programming and artistic administration for an early-to-mid-career professional and will serve to strengthen the connection between artistic and administrative staff. They will additionally support the Music Director both during concerts and within the community-at-large.
 
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

ARTISTIC ADMINISTRATION:

1.    Provides administrative support to the VP for Programming including the creation and execution of artist and guest conductor contracts; Generates guest artist and conductor itineraries; Liaises with conductor and/or their management to complete conductor questionnaires and disseminates details to other departments; Coordinates artist and conductor payments.  
2.    Plans for artist and guest conductor accommodations, ground transportation, and travel as needed. Negotiates rates with local vendors including area hotels, car service, and catering services, rider requirements, etc.
3.    Disseminates artist and programming details to all staff departments. Enters all artistic information, repertoire, and programming details into OPAS. From OPAS, generates individual program pages and rehearsal orders for each concert series. 
4.    Communicates guest artist needs and works collaboratively with operations to schedule soloist practice time, artist hospitality, post-concert receptions, and hall access. 
5.    In coordination with the VP for Programming, attends rehearsals and concerts as required, interfacing with guest artists and conductors to provide service and support.
6.    Coordinates requests for artist activities from Marketing and Development departments 
7.    Ensures accuracy and proofs repertoire information and artist/conductor bios for monthly program books and brochures. 
ADDITIONAL DEPARTMENTAL and MUSIC DIRECTOR SUPPORT:
1.    Serves as the primary point of contact for the Music Director, coordinating between every department to help facilitate the smooth operation of his role. Ensures timely and effective communication between the Music Director and staff. 
2.    Supports and tends to the needs of the Music Director, including but not limited to hospitality, OSA schedule and itinerary Management. Maintains dressing room supplies, ticket requests.
3.    In consultation with Development and President’s office, drafts communications, briefs and talking points for Music Director speaking engagements and donor visits.
4.    Supports Director of Education and Community Engagement in their work; supports relationship-building activities with community partners, assisting with community partner events. Provides tracking details for DEI initiatives to Development for grant funder reports. 
5.    Supports Director of Popular Programming with research on comparable shows, including history of similar shows with OSA.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Lived experience may substitute for any education requirement.
•    Highly organized, excellent attention to detail, and excels at time management skills.
•    Thorough knowledge of classical music, orchestral repertoire, instrumentation, and industry practices. 
•    High level of interpersonal skills to handle sensitive and confidential situations with maturity, poise, and discretion. 
•    Appreciation for and understanding of the needs of professional artists including orchestral musicians, guest artists, and conductors.
•    Proficiency in computer applications including, Excel, and other MS office applications. Familiarity with OPAS or other database software preferred. 
•    Experience as a performing musician helpful. 
•    Must be able to work nights, weekends, and some holidays as required by the Orchestra schedule.
•    Sense of humor required.

OTHER QUALIFICATIONS:  
                    
•    Language Skills: Ability to speak clearly and effectively to groups of employees or the organization. Ability to read and interpret documents such as Collective Bargaining Agreements, safety rules, etc. Ability to write routine reports and correspondence.
•    Mathematical Skills: Ability to budget and forecast with accuracy.                 
•    Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written or oral form. Ability to deal with problems involving several concrete variables in standardized situations.                     
•    Computer Skills: Strong computer skills including Microsoft Office (Outlook, Word, and Excel) and working knowledge (or ability to quickly gain such) of OPAS.             
•    Certificates, Licenses, Registrations: Driver’s License required.

OTHER SKILLS AND ABILITIES:
Appreciation for, understanding of and sensitivity to the needs of professional musicians. Interpersonal skills, diplomacy, pleasant manner, objectivity, and impartiality essential. Inspires respect and trust through the highest personal standards of ethics and integrity. Demeanor of unflappability and professionalism in all job-related matters. Excellent communication skills and ability to use technology to develop efficient systems. Exquisite attention to detail. Ability to manage multiple priorities and meet deadlines. Ability to function well under pressure. Ability to function as a cooperative team member. 

Physical Demands - The physical demands described here are representative of those that must be met by an employee to successfully perform essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 
Ability to move near and around delicate instruments and stage equipment in tight quarters without disturbing or jeopardizing safety of same. While performing the duties of this job, the employee is frequently required to sit; use hands to handle or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 40 pounds. Specific vision abilities required by this job include close vision, depth perception and ability to adjust focus for use of computer monitor. 

Work Environment - The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts such as computer printers. The noise level in the work environment is usually moderate but stage area decibels are occasionally quite loud.
If you are interested in the position, please submit a cover letter and resume to careers@orsymphony.org. No phone inquiries, please.
Position is open until filled
The Oregon Symphony is an equal opportunity employer and is committed to diversity, equity, and inclusion in all facets of the organization. We seek to develop a diverse candidate pool and welcome nominations and applications from all qualified candidates regardless of race, gender, sexual orientation, age, disability, religion, or national origin.
For a full position description, please visit www.orsymphony.org/about/careers/