Concert Operations Assistant

Houston Symphony Society; Houston (TX); On-site; USD 42,000 - 62,000; Full time

Job summary

Houston Symphony Society is seeking a Concert Operations Assistant to provide essential administrative support to the Concert Operations and Orchestra Personnel Departments and the Chief Operating Officer. The role involves invoicing, calendar management, auditions support, and coordination of AFM forms and scheduling tasks across departments.

The position requires a college degree and strong organizational skills, with experience in arts administration and familiarity with orchestral operations

Qualifications

• College degree required.
• Arts administration experience strongly preferred.
• General knowledge of classical music.
• Proficient in Microsoft Word, Excel, and PowerPoint.
• Experience with Tessitura and OPAS is a plus.
• Strong communication and clerical skills.
• Ability to multitask and work under pressure.

Responsibilities

• Process and track Operations invoices; create invoices for outside entities as needed.
• Coordinate preparation and proofreading of, and supervise the printing and distribution of, the Schedule of Performances and Rehearsals, and all calendar updates.
• Maintain and communicate program and rehearsal order deadlines.
• Assist the Orchestra Personnel department with auditions and any orchestra events as needed.
• Assist Orchestra Personnel department to coordinate and submit all AFM forms and payments, as well as with the tracking of EMG as needed.
• Provide administrative support to the Chief Operating Officer as needed.
• Assist the Chief Operating Officer in keeping track of service counts and contractual deadlines, including calendar distribution and program deadlines.
• Manage logistics for any Orchestra Committee meetings as assigned.
• Assist with the maintenance of the orchestra calendar and manage input of schedule information in OPAS, including preparation and proofreading of and supervision of the printing and distribution of the Schedule of Performances and Rehearsals, and all monthly calendar updates, on all accessible platforms.
• In coordination with the Education and Community Engagement and Development departments, assist in the scheduling of musicians for Community Connections and Audience Development Services, and assist the Orchestra Personnel in arranging for musicians at Audience Development Services.
• Review monthly In‑Tune magazines and other marketing materials as needed.
• Maintain a friendly and positive environment in all interactions with all musicians, chorus members, crew, staff, artists, and guest production personnel.
• Perform additional duties as required by the Houston Symphony Society.

Skills

Communication skills

Team player

Detail oriented

Multitasking

Confidentiality

Education

College degree

Tools

Microsoft Word

Excel

PowerPoint

Tessitura

OPAS

Job description

Overview

The Concert Operations Assistant provides essential administrative support to the Concert Operations and Orchestra Personnel Departments, and the Chief Operating Officer to ensure the smooth execution of administrative and logistical needs of both departments and the orchestra. The Concert Operations Assistant contributes to a culture of collaboration and support within the artistic operations department and the entire organization.

Responsibilities

• Process and track Operations invoices, create invoices for outside entities as needed, and maintain accurate records of processed invoices for departmental reference.
• Coordinate preparation and proofreading of, and supervise the printing and distribution of, the Schedule of Performances and Rehearsals, and all calendar updates, on all accessible platforms.
• Maintain and communicate program and rehearsal order deadlines.
• Assist the Orchestra Personnel department with auditions and any orchestra events as needed.
• Assist Orchestra Personnel department to coordinate and submit all AFM forms and payments, as well as with the tracking of EMG as needed.
• Provide administrative support to the Chief Operating Officer as needed.
• Assist the Chief Operating Officer in keeping track of service counts and contractual deadlines, including calendar distribution and program deadlines.
• Manage logistics for any Orchestra Committee meetings as assigned.
• Assist with the maintenance of the orchestra calendar and manage input of schedule information in OPAS, including preparation and proofreading of and supervision of the printing and distribution of the Schedule of Performances and Rehearsals, and all monthly calendar updates, on all accessible platforms.
• In coordination with the Education and Community Engagement and Development departments, assist in the scheduling of musicians for Community Connections and Audience Development Services, and assist the Orchestra Personnel in arranging for musicians at Audience Development Services.
• Review monthly In‑Tune magazines and other marketing materials as needed.
• Maintain a friendly and positive environment in all interactions with all musicians, chorus members, crew, staff, artists, and guest production personnel.
• 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, PowerPoint.
• Experience with orchestra management software such as Tessitura and OPAS a plus.
• Knowledge of database research, reporting and mail merge functions required.
• 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.