Artistic Assistant

Houston Symphony Society; Houston (TX); On-site; USD 55,134,307 - 61,978,224; Full time

Job summary

Houston Symphony Society in Houston, TX seeks an Artistic Assistant to provide essential support to the Artistic Department for artists and related logistics. You will handle administrative tasks, artist care duties, travel logistics, and contribute to the advancing process for rehearsals and events.

The role involves preparing contracts, coordinating artist services, and maintaining accurate records, including invoicing and minutes from AOAC and PPC meetings.

Qualifications

• College degree required.
• Experience in Arts Administration strongly preferred.
• General knowledge of classical music.
• Proficient in Word, Excel, Publisher, PowerPoint.
• Experience with Tessitura and OPAS a plus.
• Ability to work evenings and weekends.

Responsibilities

• Provide administrative support to the Artistic team.
• Assist with artist care duties, travel, transportation.
• Advance process for artists, including rehearsal orders and scheduling.
• Prepare, review, and execute artist contracts.
• Participate in rotation of Artist Services Duty assignments.
• Organize catering for visiting artists and related tasks.
• Enter and maintain artist records in OPAS and related systems.
• Coordinate payments with finance and process invoices.
• Coordinate artist ticket allocations with Patron Services.
• Maintain minutes for AOAC and PPC meetings.

Skills

Communication skills

Clerical skills

Team player

Multitasking

Confidentiality

Education

College degree

Tools

Microsoft Word

Excel

Publisher

PowerPoint

Tessitura

OPAS

Job description

Job Title: Artistic Assistant

Department: Artistic

Reports to: Associate Director of Artistic Planning

Location: Jones Hall - Houston, TX 77002

Position Type: Full Time, Wages

Salary Range: $19.23 - $21.63 hourly

Summary

The Artistic Assistant provides essential support to the Artistic Department to ensure the smooth execution of administrative and logistical needs of all artists including artist care support and serves in the Artist Services Duty concert rotation.

Objectives

• Provide administrative support to the Artistic team
• Assist with artist care duties, including travel, transportation, and artist duty for concerts
• Assist with advancing process for all artists, including rehearsal order requests, liaising with other departments on scheduling events with artists, and other artist itinerary related items.
• Assist with the preparation, review, and execution of artist contracts as required
• Participate in rotation of Artist Services Duty assignments
• Organize the catering requirements for visiting artists, which includes engaging catering companies, as well as shopping, stocking supplies and setting-up/dismantling dressing room catering as required

Additional Responsibilities

• Enter and maintain accurate artist records in tracking systems such as OPAS, the Artist Database, and other artistic documents
• Provide administrative support for managing Houston Symphony guest artist archival and commercial recording needs, including issuing agreements for guest artists requesting archival recordings
• Liaise with finance department to ensure timely and proper payments for contracts
• Process and track Artistic invoices, create invoices for outside entities as needed, and maintain accurate records of processed invoices for departmental reference
• Liaise with Patron Services to manage artist comp ticket allocations and distribution
• Liaise with the Artistic and Orchestra Affairs Committee (AOAC) and Popular Programming Committee (PPC) of the board to accurately communicate meeting times, locations, food orders, and other necessary information
• Maintain accurate minutes from all AOAC and PPC meetings
• Review all artistic/operations documents such as but not limited to calendar updates, program pages, rehearsal orders, livestream graphics
• Review monthly In-Tune magazines and other marketing materials as needed
• Maintain a positive working environment both backstage and in the offices
• Perform additional duties as required by the Houston Symphony Society

Qualifications

• College degree required
• Relevant experience in Arts Administration strongly preferred
• General knowledge of classical music
• Proficient in Microsoft Word, Excel, Publisher, PowerPoint
• Experience with orchestra management software such as Tessitura and OPAS a plus
• 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
• Ability to work evenings and weekends required, including some holidays