Artistic Coordinator

Stagetime Inc.; Boston, Northern (MA, KY); Hybrid; USD 48,000 - 53,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision coverage

Flexible vacation

Volunteer time

401k retirement plan

Commuter parking

EAP program

Job summary

BLO in Boston seeks an Artistic Coordinator to coordinate events, rehearsals, auditions, and contracts while liaising with artists and department leadership. You will manage housing/travel, prepare materials, and track schedules in ArtsVision, ensuring smooth operations during peak periods.

Regular hours are Monday–Friday with occasional evenings and weekends; the role is hybrid/remote, with on-site work required for BLO performances in the greater Boston area.

Qualifications

• Experience in events, program management, or other administrative work.
• Strong interest in performing arts, education, and community service.
• Experience working with diverse ages, cultures, and backgrounds desirable.
• Excellent organizational skills with keen attention to detail.
• Strong written and oral communication skills with diverse stakeholders.
• Ability to manage priorities across multiple projects in a busy environment.
• Ability to work independently and as part of a team.
• Basic proficiency with Microsoft Office Suite (Word, Excel, PowerPoint).

Responsibilities

• Coordinate events, rehearsals, and performances with staff and artists.
• Support agent relationships and artist communication.
• Lead collection of headshots, bios and measurements; produce production books.
• Assist with contracts, hiring paperwork, and attendance tracking.
• Track and update schedule and casting changes in ArtsVision.
• Arrange travel and housing for artists and personnel; distribute itineraries.
• Coordinate needs for children’s chorus, ballet, and external groups.
• Distribute complimentary tickets and final dress passes for artistic personnel.
• Provide scheduling and logistic support to BLO Music Director.
• Maintain ArtsVision address book and audition/fees databases.
• Support payroll-related work time tracking and financial operations.

Skills

Event coordination

Program management

Administrative work

Organizational skills

Communication

Multitasking

Teamwork

MS Office

Job description

WORK LOCATION(S): Hybrid - BLO Office, On-site Work & Remote Work

SCHEDULE: Occasional evening, nights & weekend work is needed especially during peak programming or seasonal periods

Summary

The Artistic Coordinator is responsible for coordination, organization, and administrative support of artistic activity. They provide administrative and logistical support to the department, including, but not limited to on-site support for events, rehearsals, and performances, auditions coordination, contract administration and tracking, housing/travel support, music materials preparation, volunteer liaison, and database maintenance. Serving as the Artistic Liaison for artists and the department, and for supernumeraries and dancers. Scheduling commitments for this role include occasional evenings, nights, and weekend work required during peak season as determined by the Artistic Operations Manager.

Areas of Responsibility

Artistic Administration

Support management of agent relationships and artist communication.

Coordinate collection of headshot, bios and measurements of appropriate Artistic and Production personnel. Lead creation of production look‑books and production personnel information packets.

Support in contract administration and hiring paperwork collection.

Track and update schedule and casting changes in ArtsVision.

Coordinate travel and housing for Artists, Designers, Conductors, and other personnel as assigned by Artistic Operations Manager. Create and distribute itineraries and welcome information to visiting personnel, including BLO Artistic Associate/Advisors.

Coordinate needs relating to children’s chorus, ballet, and other external organizations as needed

Coordinate complimentary tickets and final dress passes for Artistic & Production personnel

Serve as primary support for BLO Music Director – provide scheduling and other logistic support as needed.

Maintain working knowledge of AGMA and AFM CBAs

Maintain chorus rosters and support in making chorus offers, tracking responses and distributing materials.

Maintain orchestra rosters and support in tracking attendance of services.

Coordinate advance planning and serve as primary artist liaison for events.

Contribute to departmental forecasting and tracking as requested, with particular responsibility for travel/housing and hospitality budgets

Attend Artistic meetings as assigned to take notes and distribute action steps to appropriate personnel.

Maintain ArtsVision address book.

Maintain Auditions and Fees database(s) for the department

Support work time tracking for Artistic/Production personnel, especially as it relates to payroll

Support financial operations as needed

Prepare calendar exports as needed

Logistics and Planning

Source, prepare, and distribute musical scores, libretti and parts and coordinate Music Library work as needed.

Actively support Artistic & Production personnel during production periods and for BLO events, with a focus on principal artists and chorus

Attend rehearsals, tech, performances, and events as required

Support with on-site hospitality.

Lead event, orchestra, and rehearsal room setup as needed

Support design process and presentations as needed

Support surtitle process, ensuring compliance with company directives (timeline, budget, etc) and artistic quality in collaboration with the Creatives with focus on proofing and notes during Tech Processes

Support licensing process as needed

Contribute to theprogram book, digital credits, captions, and surtitle proofing

Recruit and serve as primary liaison for supernumeraries

Plan and execute all auditions as assigned by Artistic Operations Manager.

Recruit and oversee Artistic & Production department interns and coordinate volunteer needs

Other duties as assigned.

Qualifications

Experience in events, program management, or other administrative work.

Strong interest in performing arts, education, and community service. General knowledge of opera and/or the performing arts is a bonus.

Experience working with diverse ages, cultures, and backgroundsdesirable.

Excellent organizational skills with keen attention to detail

Strong written and oral communication skills, and an ability to communicate professionally with diverse stakeholders (artists, vendors, team members, etc.).

Skill at managing priorities across multiple projects in a busy environment.

Ability to work independently and as part of a team.

Basic proficiency with Microsoft Office Suite (Word, Excel, PowerPoint).

The salary for this position is based on a candidate’s experience and skills- beginning at $48,000.00-$53,000.00 per year, in addition to a benefits package which includes medical, dental, and vision coverage, a Flexible Vacation policy, paid Volunteer time, 401k retirement plan, and commuter-parking benefit program. We also offer a comprehensive EAP (Employee Assistance Program) concierge exclusive to BLO employees and eligible family members!

The position is full-time, exempt. Regular business hours are Monday to Friday, with evening and weekend work during seasonal high-volume periods. Administrative work is currently hybrid/remote.

Regular onsite work is required for BLO performances and events in Boston and across the greater Boston area (both during the week and/or on weekends). Ideal candidates for this role will live in the greater Boston Area.

BLO values diversity and is committed to creating an inclusive environment for all employees. All qualified candidates will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age or veteran’s status or any other protected category. BLO is an equal opportunity employer.