Artistic Assistant

League of American Orchestras; Houston (TX); On-site; USD 24,796 - 34,440; Full time

Job summary

League of American Orchestras seeks an Artistic Assistant to provide essential support to the Artistic Department, ensuring smooth administrative and logistical needs of all artists. The role includes artist care, contracts, and duties in concert rotations, with emphasis on accuracy and confidentiality.

The candidate will handle scheduling liaison, travel arrangements, invoicing, and coordination with finance, Patron Services, AOAC and PPC committees. Evening/weekend availability is expected.

Qualifications

• College degree required in a relevant field.
• Experience in arts administration preferred.
• Knowledge of classical music beneficial.
• Strong clerical skills and confidentiality.

Responsibilities

• Provide administrative support to the Artistic team.
• Assist with artist care duties including travel and accommodations.
• Coordinate advancing for artists and liaise with scheduling teams.
• Prepare and manage artist contracts and invoices.
• Support Artist Services Duty rotations and meeting logistics.
• Arrange catering and dressing room needs for visiting artists.
• Maintain artist records in OPAS and related systems.
• Collaborate with finance and Patron Services on ticketing and payments.

Skills

Excellent communication skills

Detail-oriented

Team player

Multitasking

Education

Bachelor's degree in Arts Administration or related field

Tools

Microsoft Word

Excel

PowerPoint

Publisher

Tessitura / OPAS

Job description

Job Title: Artistic Assistant

Department: Artistic

Reports to: Associate Director of Artistic Planning

Status: Full-time, Hourly, Non-exempt

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.

Key Responsibilities

• 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.
• 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.