What are the responsibilities and job description for the Apap365 is hiring: Manager of Artistic Planning & Assistant to the Music Directo position at Apap365?

JOB SUMMARY

The primary function of the Manager of Artistic Planning and Assistant to the Music Director is to provide administrative support to the Artistic Department and Music Director of the Baltimore Symphony. This is a unique opportunity to work alongside one of today’s most dynamic music directors within an environment of innovation and creativity. As a member of the Artistic Department, the incumbent works to ensure smooth operations, clear communication, and timely management of administrative responsibilities leading to the effective realization of the organization’s artistic vision and goals. This position is full-time and will include rehearsal and performance duties. Candidate must be able to travel between Joseph Meyerhoff Symphony Hall, the Music Center at Strathmore, and other performance venues.

ESSENTIAL DUTIES AND RESPONSIBILITIES

MANAGER OF ARTISTIC PLANNING

Prepare, monitor, track, and process engagement contracts for guest artists and conductors.
Assist in the collection and reconciliation of departmental receipts and invoices.
Manage BSO artist servicing and logistics by arranging hotel accommodations, travel, and hospitality for select guest artists, conductors, and other guests of the Baltimore Symphony.
Coordinate with Advancement, Marketing, Events, and Education / Community Engagement colleagues on media, PR, and advancement appearance activities for guest artists and conductors.
Communicate with guest artists and conductors by providing schedule and rehearsal related information and updates on programmatic and other changes.
Create and distribute guest artist / conductor itineraries.
Facilitate external visa services for foreign guest artists / conductors’ visas as needed.
Manage guest artist / conductor ground transportation to / from airport, hotel, and venues, and communicate with driver services via phone and the driving portal.
Manage pre-concert dressing room preparations, green room and backstage guests, and complimentary ticket requests.
Maintain artist supply closet and artist travel trunk.
Work with Vice President of Artistic Planning to establish budget for Classical guest artists and conductors.
Assist in management of artistic files and records.
Serve as liaison for BSO’s Marketing efforts, supporting subscription and single ticket campaigns, and review marketing and program materials for accuracy.
Serve on artistic concert and rehearsal duty as assigned.
Provide collaborative support for BSO artistic productions as assigned.
Assure that a positive image of the orchestra is portrayed at all times.
Other duties as assigned by the Vice President of Artistic Planning.

ASSISTANT TO THE MUSIC DIRECTOR

Maintain Music Director’s calendar in coordination with Music Director’s management. Organize and respond to meeting requests in a timely manner.

Coordinate and disseminate information to appropriate staff about the Music Director’s business activities in Baltimore and liaise between BSO and other parties relating to the Music Director’s projects, including communication with artists and external partners.

Serve as Music Director’s liaison to departments within the BSO (staff, musicians, volunteers, etc.). Coordinate with Advancement, Marketing, Events, and Education / Community Engagement colleagues on media, PR, and personal appearance activities for Music Director. Respond to requests for Music Director’s time and appearances.

Sort, read, and prepare responses to mail and e-mail messages for Music Director. Respond to phone calls and messages.

Coordinate accommodations, travel, and ground transportation arrangements for the Music Director.

Provide onsite support for Music Director activities including rehearsals, concerts, and other times as needed.

Manage select aspects of the Music Director’s personal business as needed.

Maintain detailed and up-to-date files on Music Director’s BSO business.

Assist with other Music Director projects as assigned.

QUALIFICATIONS AND CAPABILITIES

Familiarity with classical music and the entertainment industry required.

Comparable contract administration and project management experience required.

Experience establishing and sustaining productive professional relationships with artists desired.

High level of reliability, flexibility, and maturity.

Ability to establish credibility with a variety of individuals at all levels.

Outstanding critical thinking, problem solving, and interpersonal communication skills, with the ability to work with diverse personalities.

Organized and independent; highly driven and proactive working style.

Discrete in working with artists, staff, and sensitive information.

Detail-oriented and deadline-driven across multiple projects.

Proficiency in MS Office applications.

Regular and reliable attendance.

Valid Maryland Driver’s License and good driving record.

Availability to work nights, weekends, and overtime as required for concert and rehearsal coverage.

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