Manager of Artistic Planning & Assistant to the Music Director

Date: January 2025

Position: Manager of Artistic Planning & Assistant to the Music Director

Department: Artistic

Reports to: Vice President of Artistic Planning

Classification: Full-time

THE BALTIMORE SYMPHONY ORCHESTRA and ORCHKIDS

For over a century, the BSO has been recognized as one of America’s leading orchestras and one of Maryland’s most significant cultural institutions. As the largest cultural institution in Maryland, the BSO is internationally recognized and locally admired for its innovation, performances and recordings, and educational community initiatives including OrchKids. Launched in 2008, OrchKids provides children educational resources and fosters social change through the power of music in some of Baltimore’s under- resourced communities.

BSO: AT A GLANCE

Operating budget FY 24/25: Approximately $30 million

Orchestra members: 83 Players; 2 Librarians

Administrative Staff: 75 Employees

OrchKids Program Staff: 75 Team members

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.

SALARY: $45,000.00 – $50,000.00

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 with the Baltimore Symphony. 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, simultaneously.

• 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.

COMPENSATION AND BENEFITS

· Competitive salary negotiable, commensurate with qualifications and experience

· Health insurance: two options to choose from; all at low cost to the employee

· Dental, Life and Long-Term Disability Insurance, paid entirely by the BSO

· Generous paid time off, including annual, personal and sick leave

· 403(b) Plan

· Health Savings Account, employer contributes portion

· Flexible Spending Accounts, including Medical and Dependent Care

· Employee Assistance Program

· Free/discounted tickets to BSO concerts

The statements contained in this job description reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility. It should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences of relief, to equalize peak work periods, or otherwise to balance the workload.

HOW TO APPLY

Interested candidates should Please submit a cover letter, resume and salary requirements to Job Number 0015002 at bsocareers@bsomusic.org by February 20, 2025.

OUR CULTURE AS AN EQUAL OPPORTUNITY EMPLOYER

The Baltimore Symphony Orchestra and OrchKids use the BSO mission and shared values (Appendices) to govern decisions, actions, and behaviors. These values guide how we conduct our work and professional relationships: Creativity, Respect, Excellence, Education/Engagement, and Diversity. We are focused on a people-first culture for our patrons and our entire BSO family.

The BSO is proud to be an Equal Opportunity Employer. We evaluate qualified applicants without regard to race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, differing physical abilities, genetic information, age, parental status, military service, other non-merit factors.

The BSO is committed to improving and protecting the health of our musicians, staff, and our communities. We comply fully with the COVID-19 requirements of the state of Maryland and the city of Baltimore. It is required that employees be fully vaccinated against COVID-19 and provide proof of vaccination as a condition of employment.