Woodruff Arts Center employees play an integral role in creating and supporting great art and education initiatives at the nation’s third largest arts center. Comprised of three Art Partners—Alliance Theatre, Atlanta Symphony Orchestra and High Museum of Art—there’s a role for everyone at The Woodruff.

Reports to:

Vice President of Artistic ASO

FLSA:

United States of America (Exempt)

Employment Status:

Regular/Full time

To provide artistic, administrative and logistical management for the full range of classical and education programming output presented by the Atlanta Symphony Orchestra, in line with the ASO’s policies and with the stipulations of the ASO’s Collective Bargaining Agreement (CBA).

Provides general operational support to the Artistic Department.

Work Schedule:

• Business days: Monday-Friday 9AM-5PM,  9:30AM-5:30PM or 10AM-6PM
• Evenings and weekends as assigned for Artistic Team concert and rehearsal duties, in addition to business day responsibilities.

POSITION RESPONSIBILITIES:

General Department Administration, Leadership & Communication

• Take the lead in developing, updating, and tracking the department budget.
• Devise, maintain and oversee clear, transparent, fit-for-purpose and sharable systems to monitor, and account for, progress with all processes handled by the Artistic Planning Team.
• Serve as primary conduit of information between the Artistic Planning Team and other teams within the ASO.
• Supervise and direct the work of the Artistic Coordinator, who reports directly to the Artistic Administrator.
• Coordinate execution of service schedule with Artist Liaison.
• Recruit, train and engage additional part-time artist assistants as needed to support guest artists.
• Assist the VP of Artistic Planning with:
  • Planning and coordinating meetings of the Music and Artistic Planning Committee of the Board.
  • Planning and coordinating meetings of the Artistic Advisory Committee of the Orchestra.

Artistic Administration

• Plan and implement the execution of all guest artist, recording and commission contracts, in line with the ASO’s operational timelines, and with an eye to visa petition timelines for foreign artists. This includes but is not limited to:
  - Draw up guest artist contracts and commission agreements, based on headline terms negotiated by the VP of Artistic;
  - Disseminate draft contracts to Artist Managers;
  - Finesse terms with individual Artist Managers; discuss with VP of Artistic Planning as required;
  - Dispatch final contracts through DocuSign, and oversee their full execution by all parties.
  - Maintain a clear, transparent, real-time record of each stage of the contracting process.
  - In coordination with VP of Artistic Planning, VP of Marketing & Communications, and VP and General Manager, assist with the negotiate terms and conditions for recording agreements with third-party companies and artists.
• Plan and coordinate all processes related to guest artist visas. This includes but is not limited to:
  - initiating and monitoring successive steps with artist managements, the paralegals handling the petitions and third-party presenters who are partnering with the ASO as co-petitioners to ensure timely delivery of visa stamps.
  - issuing Letters of Agreement for guest artists when they are not fully contracted.
  - issuing Letters of Authorization for the paralegals.
  - issuing Letters of Authorization for third-party presenters when they are the lead petitioners.
  - issuing letters requesting emergency appointments.
  - negotiating and collecting pro-rata shares of visa costs with third-party presenters.
  - Maintain a clear, transparent, real-time record of each stage of the petitioning and visa processes.
• Plan and execute the collection of all advance artistic information pertinent to the successful delivery of the ASO’s classical and education programming output from guest conductors and their managements, in line with the ASO’s operational timelines and CBA requirements; disseminate this information to the relevant teams internally, and upload orchestra-critical artistic information to OPAS, in line with CBA requirements and Personnel Team policies. This includes but is not limited to:
  - library information: editions, versions, cuts, etc.
  - rehearsal plans
  - string counts
  - orchestra seating plans
  - scheduling of soloist meetings
  - late seating arrangements
• For guest soloists: collect information about private practice requirements and coordinate scheduling and space booking accordingly with Artistic Coordinator.
• For guest pianists: coordinate piano selection, piano technician, private practice and on-stage practice arrangements with artist’s management, Artistic Coordinator and production Team.
• Communicate with guest artists’ management to facilitate the planning peripheral activities; maintain a clear, transparent, real-time record of planning progress; coordinate the scheduling of these activities with Education, Development, Marketing teams or Executive Director’s office as applicable. These activities include but are not limited to:
  - masterclasses
  - open rehearsals
  - donor engagements
  - media interviews
  - backstage meet & greets
  - post concert receptions
• Plan and execute all artist payments (music director, guest conductors, guest soloists, composers), and all payments originating from the Artistic Department. This includes but is not limited to:
  - Obtain payment-related information from artists’ managers ahead of engagements, including W9s, W-8BENs, bank details, preferred method of payment.
  - Execute payments on first working day after an artist’s final concert (unless alternative arrangements have been agreed in writing as part of the artist’s contract or rider).
  - Prepare a pay statement for each music director, guest artist or composer payment and dispatch statement to their artist managements simultaneously with each payment.
  - Serve as liaison with ASO Finance Department, WAC finance office and foreign guest artists regarding tax liabilities and IRS regulations.
• Devise and implement clear systems to monitor, and to account for, progress with contract execution, artist visa processes, advance artistic information collection and artistic payments. Devise and implement clear systems to file all relevant documents associated with these processes.
• Provide support with guest artist logistics, hospitality and associated backstage duties as assigned for non-subscription projects, and during the following classical subscription weeks:
  - Music Director weeks;
  - Weeks with multiple soloists;
  - Weeks where Artistic Coordinator is away.
• Guest artist logistics, hospitality and associated backstage duties include but are not limited to:
  - Assist with guest artists’ car transfers as assigned by the VP of Artistic Planning.
  - Act as primary contact for assigned guest artists during their engagements. Disseminate updates and schedule changes to assigned guest artists.
  - Ensure that all assigned guest artists are present when required at rehearsals, concerts, and other associated activities. 
  - Check the assigned guest artist’s dressing room before each service.
  - Communicate to all assigned guest artists information about holds; give all assigned guest artists the 10’, 5’ and 2’ calls. Ensure all assigned guest artists’ timely arrival at stage level prior to rehearsals, recordings and concerts.
  - Be on standby to assist assigned guest artists while they are at Symphony Hall, including refreshment requests. When applicable, purchase and deliver meals for guest artists and assist them with any reasonable errands.
• Assist the VP of Artistic Planning, VP of Marketing & Communications, and VP and General Manager in developing, planning and implementing the ASO’s multi-year recording plans, including the ASO’s digital “Behind the Curtain” series and any future series to be developed.

Programming/Artistic Planning

• In close communication with, with oversight from, and as assigned by the VP of Artistic Planning, take the lead on programming and artist selection for most non-subscription concerts presented by the ASO, including all orchestra and chamber music programs, community and parks concerts.
• Provide artistic planning support for Symphony Hall Live programs involving the orchestra.
• As assigned by the VP of Artistic Planning, coordinate and implement projects (festivals, multidisciplinary projects, residencies, etc.), including preparing and tracking budgets, schedules, and contracts.
• Work closely with ASO Staff Conductors to facilitate good relations and coordination with the Education and Community Engagement Team as it relates to his or her duties with the Atlanta Symphony Youth Orchestra and all Education and Community Engagement programs.
• Research projects and programming ideas, as requested by the VP of Artistic Planning.

QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required.

Education and Experience:

• Bachelor's degree from a four-year college or university.

• 4 year’s relevant experience in the symphony orchestra sector.

Skills and Abilities:

Essential:

• Detail-oriented: strong attention to detail and exceptional organizational skills are essential in all aspects of this role.
• Outstanding written and verbal communication skills.
• Outstanding eye for presentation.
• Strong prioritization instincts; ability to work to deadlines.
• A strong ethos to execute tasks in a timely and effective manner.
• Outstanding interpersonal skills: ability to establish trust; to establish a strong rapport and to relate to diverse personalities, both internally and externally.
• Well-developed critical thinking, problem solving and project planning skills.
• Skilled at working independently, with minimal supervision, within a fast-moving team environment with accuracy, a sense of urgency, and the ability to multi-task and to act on own initiative.
• Innate empathy, discretion, nuance and diplomacy.
• Openness to learn and exhibits a spirit of cooperation, teamwork, and flexibility.
• Extensive knowledge of classical symphonic music repertoire and artists.
• Familiarity with symphony orchestra structures and practices.
• Proven negotiation and contract management skills.  
• Professional manager level desktop computing proficiency (in particular, the role will involve extensive usage of Excel and the OPAS orchestra management software).

Desirable:

• Ability to identify artistic quality.
• Innovative thinking in project planning.
• Ability to identify and cast vocal talent.

** SPECIFIC CONDITIONS OF WORK:

The Artistic Coordinator is a full-time, exempt position, with default work hours from 9:30am to 5:30pm, and with many evening and weekend work hours.  While conditions may alter the amount of time spent on any one area and may also alter functions associated with the position, the time spent on the position responsibilities can be expected to be as follows:

Administrative duties: 60%     

Artist hospitality duties: 20%

Artistic planning/programming: 20%

     

Physical Demands/Work Environment:

The work environment and physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Some standing, walking, bending, frequent use of hands, stooping and light lifting (at least 10 pounds) is needed.  
• The noise level in the work environment is usually moderate.