Administrative Coordinator, Orchestra Operations and Touring

Job Description

Job Description

Department : Artistic Production

Reports to : Director, Orchestra Operations and Touring

Summary :

The Administrative Coordinator, Orchestra Operations and Touring is responsible for assisting with non-artistic Orchestra operations, and logistical support for all touring, residencies, and run-outs for The Philadelphia Orchestra. The position reports to the Director, Orchestra Operations and Touring and works closely with the Artistic Production department as well as the Orchestra programming department and other internal and external partners.

Job Responsibilities & Essential Functions :

• Provide administrative support for Orchestra operations and touring, including check requests / invoices, credit card reconciliation, trunk inventory and maintenance, updating budget forecasts, tour settlements, and meeting scheduling.
• Assist with design, distribution, collection, and coordination of tour forms, itinerary preparation and revisions, and passport renewals and collection. Coordinate the organization and execution of travel, lodging, and logistics with Director of Operations and Touring for international and domestic tours.
• Project lead for internal tour book and tour binder compilation.
• Assist with instrument evaluations, collection, and certification for CITES and international cargo requirements.
• Coordinate visa acquisition for orchestra musicians and staff for international tours.
• Coordinate the preparation of run-out performances such as Carnegie Hall, NJPAC, and Washington DC.
• Manage inventory, maintenance requests, and distribution of lockers and keys for orchestra members and staff at the Kimmel Center.
• Work with the operations team to maintain ArtsVision, the Orchestra’s planning, personnel, and operations database. Support improvements and module refinement where possible with developers.
• Manage Kimmel Center ancillary spaces for The Philadelphia Orchestra musician rehearsals.
• Attend weekly departmental meetings and other meetings as requested; take notes and provide follow-up as needed.
• Participate in concert duty and other performance duties as required for external events and tours.
• Digitize operations and touring files within ArtsVision and SharePoint.
• Other duties as assigned.

Education / Experience :

Bachelor’s degree required with at least two (2) years prior experience in performing arts operations, touring, and / or travel management, preferably with an orchestra. Interest in international relations and diplomacy a plus. Familiarity with classical music and prior experience with large orchestral or classical music ensembles preferred.

Knowledge / Skills / Abilities :

Working Conditions :

Routine for office environment, with some periods of high activity. This position will be required to travel offsite with the Orchestra, including domestic and international travel, and will perform the essential functions of the job during evenings and weekends

Resume and cover letter are required when applying for this position.

The Philadelphia Orchestra and Ensemble Arts does not discriminate in employment on the basis of race, color, religion, gender (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, parental status, or military service.