Description

SARASOTA ORCHESTRA IS RECRUITING NOW FOR AN ARTISTIC COORDINATOR!

Since 1949, Sarasota Orchestra has inspired and entertained music-lovers across the region and visitors from around the world. A cultural leader in a city known for its vibrant arts community, Sarasota Orchestra’s threefold mission is dedicated to exquisite performance and first-class musical education.

As the oldest continuing orchestra in the state of Florida, each year the 76-member Orchestra performs more than 100 classical, pops, chamber music, and community outreach concerts.

The mission of Sarasota Orchestra is to engage, educate, and enrich our community through high-quality, live musical experiences.

Job Title:                    Artistic Coordinator

Department:              Artistic Operations 

Reports to:                 Director of Artistic Operations

Classification:             Full-Time, Non-Exempt/Hourly

Supervises:                 None – N/A

Location:                    Sarasota, FL

General Overview: 

The Artistic Coordinator provides administrative support to the Sarasota Orchestra Artistic Operations team. The Coordinator is the primary contact for coordinating travel, housing and itineraries of the guest artists and guest conductors, as well as of the faculty and fellows of Sarasota Music Festival. The Artistic Coordinator will also assist the Director of Artistic Operations with day-to-day operations.  The Coordinator shall also support a respectful and positive working relationship with all employees, orchestra musicians, artists, conductors, volunteers, patrons, vendors and customers, supporting an inclusive, respectful culture and Sarasota Orchestra values.  

Responsibilities:

Artist Logistics

Works closely with artist managers and artists to arrange their travel, housing accommodations, and local ground transportation in a timely manner.

Creates detailed itineraries for all visiting artists and communicates those itineraries within required timelines. 

Maintains and manages spreadsheets for airfare bookings, hotel bookings, and guest artist information, for record and budgeting purposes.

Acts as primary liaison with all artists before, during, and after their time with Sarasota Orchestra. This will include regular weekend phone calls and emails from visiting guest artists or artist managers.

Ensures that dressing rooms are fully provisioned in advance of artists' arrival to rehearsal or performance, per guest artist contract and riders.

Communicates any special guest artist-related instructions with all Artistic Department staff, Front of House staff and Back of House staff.

Process all invoices, check requests and other expenditures of the Artistic Operations Department and submit to the Finance Department.

Oversee faculty and fellow travel and logistics for Sarasota Music Festival, in conjunction with Director of Artistic Operations.

Interacts with all other Orchestra departments and assists in the execution of their requests of guest artist.

Administrative Support

Maintains positive relationships with all vendors (airline, hotels, car rentals/services, catering, etc.).

Negotiate vendor rates for area vendors including hotels, car rentals/services, catering, etc.).  

Provides administrative support to the Artistic Operations Department, as needed.

Assists with proofing artistic information for public facing media.

Keeps records and shared documents of the Artistic Operations Department up to date.

Knows and complies with the Collective Bargaining Agreement (CBA).

Perform other relevant duties and additional projects as assigned.  Duties and responsibilities described herein are not a comprehensive list, and additional job tasks may be assigned from time to time as necessitated by the Artistic department and organization needs.

Requirements

Qualifications:

Required
Consistent professionalism at the highest level and maintain a positive attitude in high stress situations
Exceptional interpersonal skills, both in person and by phone, with guest artists, management, patrons, and musicians
Excellent attention to detail and ability to manage multiple projects and meet deadlines
Ability to work independently
Regular work schedule will require days, evenings, weekends, and irregular hours with the ability to have a flexible schedule
Proficient computer skills;  with Microsoft programs, including but not limited to Outlook, Excel, and Word, as well as Zoom, Adobe Suite

Preferred
Bachelor’s degree in Music or related field preferred
1+ years’ experience in orchestra or music festival environment preferred
OPAS experience a plus
Knowledge of orchestral repertoire 

Physical Requirements:
While performing the duties of this job, the employee is regularly required to talk, hear, sit, bend, and use hands to finger, handle or feel.  Repetitive motion is required while using a computer.  The worker is required to have visual acuity to perform an activity such as preparing and analyzing data and figures, viewing a computer terminal, and observing stage set-ups, temperature of rooms and warm-up facilities.  This position requires the ability to occasionally lift and/or move up to 20 pounds.  

Working Conditions:
The job operates in a professional environment including office and performance hall settings.  The environment is generally moderate in temperature and noise level.  A hybrid of in-office and out of office / remote work required.  Must be available to work a flexible, varying work schedule weekly to include daily hours in office and also able to maintain a presence at artistic orchestra events, including nights and weekends.

We are an Equal Opportunity Employer.

If you are interested in this wonderful opportunity with Sarasota Orchestra, please apply here, e-mail HR@sarasotaorchestra.org, and call 941-487-2704 with any questions you may have. When applying, please include a cover letter and a resume. Thank you!