Artistic Assistant

Musical America; Webster Groves (MO); Hybrid; USD 47,000 - 50,000; Full time

Benefits offered by this job

Health insurance

Open PTO policy

401k match

Hybrid remote work

Job summary

Opera Theatre of Saint Louis is seeking a highly organized Artistic Assistant to provide administrative, operational, and financial support to the Artistic Department. This role coordinates artistic activities, personnel processes, department operations, artist services, data management, and cross‑department communication.

Working closely with senior staff, you will manage schedules, assist auditions, track expenses, and maintain ArtsVision records.

Qualifications

• Bachelor’s degree or equivalent work experience.
• 2–3 years in arts administration, nonprofit administration, operations support, or project coordination.
• Interest in opera, classical music, or performing arts.
• Proficiency in Microsoft Office Suite; willingness to learn new systems.

Responsibilities

• Provide administrative and operational support for artistic activities, personnel, schedules, and departmental priorities.
• Support payroll and personnel hiring processes, including visa processing for artists.
• Coordinate with internal stakeholders to ensure effective communication and process execution.
• Reconcile, track, and monitor departmental expenses; support budget tracking and invoice processing.
• Maintain ArtsVision records, contract information, templates, and operational data.
• Provide on-site artistic support during performances, rehearsals, auditions, and events.
• Assist auditions, coordinate logistics, agendas, materials, and follow-up communication.

Skills

Organizational skills

Verbal and written communication

Cross-functional collaboration

Proactive problem solving

Attention to detail

Education

Bachelor’s degree

Tools

Microsoft Office Suite

Job description

Opera Theatre of Saint Louis is seeking a highly organized and collaborative Artistic Assistant to provide essential administrative, operational, and financial support to the Artistic Department. This role helps coordinate artistic activities, personnel processes, department operations, artist services, data management, financial tracking, and cross-departmental communication. Working closely with the Associate Director of Artistic Operations, Director of Artistic Administration, Company Manager, Finance team, Marketing team, and other internal partners, the Artistic Assistant supports the smooth execution of artistic planning and department priorities through strong attention to detail, clear communication, and proactive problem solving.

Duties & Responsibilities

Essential Duties

• Provide administrative and operational support for artistic activities, personnel, schedules, and departmental priorities.
  Manage and maintain artistic duty schedules, ensuring timely updates and communication under the direction of Artistic leadership.
• Support payroll and personnel hiring processes, including visa application processing for artists.
  Serve as a liaison between Artistic Operations, Finance, Marketing, and other internal stakeholders to support effective communication and process execution.
• Partner with the Company Manager to support artist services and related administrative needs.
  Support the review, proofreading, and coordination of artistic and marketing materials to ensure accuracy, consistency, and alignment across departments.
• Reconcile, track, and monitor departmental expenses on a monthly basis; maintain accurate records; and support budget tracking, invoice processing, and payment follow-up.
  Partner with the Associate Director of Artistic Operations to maintain ArtsVision records, contract information, templates, and operational data.
• Maintain project templates, forms, and operational resources to support consistency and efficiency across digital organizational tools, including ArtsVision, Asana, and Microsoft Office Suite.
  Provide on-site artistic support during performances, rehearsals, auditions, and special events as part of assigned Artistic Duty responsibilities.
• Support the planning and execution of auditions, including serving as an audition monitor as requested.
  Coordinate project and meeting logistics, including scheduling, agenda development, preparation of materials, documentation, and follow-up communication.
  Track special project timelines, action items, and deliverables to support successful execution.
  Assist with initiatives that foster a culture of equity, diversity, inclusion, and belonging.

Secondary Responsibilities

• Participate in evening and weekend obligations during key times of the year.
  Attend staff, department, and artistic operations meetings as requested.
• Participate in organization events as requested.
• Perform other duties as assigned.
  

Required Skills, Experience, Qualifications

• Bachelor’s degree from an accredited college or university or equivalent work experience.
• Two to three years of experience in arts administration, nonprofit administration, operations support, project coordination, or a related field.
• Appreciation for opera, classical music, or the performing arts.
• Proficiency in Microsoft Office Suite and a willingness to learn new systems and technologies.
• Exceptional organizational skills with the ability to manage multiple priorities, deadlines, and details with accuracy.
• Strong verbal and written communication skills, with the ability to build trusted relationships and work effectively with diverse stakeholders.
• Proactive, solution-oriented approach with sound judgment, follow-through, and the ability to anticipate needs.
• Ability to work independently while contributing effectively as part of a highly collaborative team.
• Curiosity, adaptability, and willingness to learn new skills and take on new responsibilities.
• Positive, professional, and service-oriented attitude.
  

Ideal Candidate Profile

• Enjoys supporting artists, artistic planning, and creative teams through thoughtful administrative coordination.
• Brings accuracy, discretion, and follow-through to detailed operational and financial work.
• Communicates clearly and warmly with colleagues, artists, and cross-departmental partners.
• Thrives in a fast-paced, seasonal arts environment where priorities may shift.
• Is energized by contributing to a mission-driven performing arts organization

Compensation

• Compensation: $47,000-$50,000
• Status: Full-time, non-exempt
• Opera Theatre has a flexible work policy which allows for some hybrid remote work and asynchronous schedule arrangements, depending on position and other factors.
• Robust benefits package including health insurance, open PTO policy, 401k match, and more.