Executive Assistant and Artist Coordinator
Supervisor: Barry Kempton
Positions Supervised: None
Schedule/Hours: M-F, 40hrs/wk
The Executive Assistant & Artist Coordinator is responsible for providing complete administrative support to the Artistic and Executive Director by providing information, scheduling meetings, keeping records and managing communications with multiple constituents, especially the Board of Directors, artists and artist agents, the Arts Partnership and external partners of Schubert Club. S/he is also responsible for specific finance procedures and is the primary receptionist for office visitors.
- Oversee the day-to-day operations of the office of the Schubert Club’s Artistic and Executive Director to facilitate efficient and often confidential practices in support of daily activities and events.
- Coordinate incoming and outgoing communications on behalf of the Artistic and Executive Director.
- Coordinate travel arrangements for the Artistic and Executive Director.
- Manage internal and external scheduling for the Artistic and Executive Director.
- Prepare written correspondence and presentation material.
- Answer calls for Schubert Club on an ongoing basis. Address or refer calls as appropriate.
- Manage and maintain filing systems to ensure access to current and archived documentation.
- Collaborate with Executive Assistants of other Arts Partnership organizations.
- Coordinate Board activities and provide administrative support in the planning, scheduling and reporting at events and meetings to facilitate the efficient and confidential functionality of daily activities and events.
- Communicate regularly with Board members regarding upcoming events and meetings, and serve as the Board’s liaison for Schubert Club related business.
- Collaborate with Board and Committee Chairs to prepare meeting agendas, minutes, and board reports.
- Attend Board meetings and record minutes.
- Maintain all Board archival materials.
- Facilitate the process for providing information and answering other requests from current and past Board members.
- Provide work direction to other Schubert Club staff members involved in Board meeting preparations.
- Oversee all logistics on the day of Board meetings.
- Coordinate logistics for Board member annual events.
- Manage, arrange, and organize resources on behalf of Schubert Club for all contracted guest artists to ensure the highest quality experience for all involved.
- Act as liaison to all guest artists including the coordination of travel, ground transportation, hotel reservations, performance times, opening parties, public relations/media appearances, and backstage assistance.
- Ensure details in contracts and technical riders are communicated and coordinated.
- Manage and execute technical requirements of concerts which may include arranging staging, lighting, sound equipment, operators, piano tuning, page-turners and other related concert production requirements.
- Manage and communicate complimentary seat requests with box office.
- Process payroll if the Finance Manager is unavailable.
- Handle health-related and other personnel/artist emergencies or concerns.
- Handle artist visa petition applications when needed.
- Attend concerts and provide hospitality to guest artists as required.
- Manage and oversee the day-to-day operations of Schubert Club offices to ensure an efficient and productive work atmosphere.
- Act as primary receptionist for in-person visitors and share responsibility for answering in-coming phone calls.
- Advise staff regarding office procedures and best practices, consistent with the Employee handbook.
- Act as a primary contact for Landmark Center.
- Collaborate and coordinate absences with front office colleague(s) to ensure front office duties are covered.
- Manage and maintain filing systems, both electronic and paper.
- Support and foster Schubert Club’s collaborative business practices to ensure that all organizational activities support Schubert Club’s mission successfully.
- Answer incoming box office phone calls to assist with ticket sales and audience customer support as needed.
- Assist with museum activities as needed.
- Assist with office-wide projects as needed.
- Act as a steward and liaison with the public at Schubert Club events, to foster the positive reputation of Schubert Club.
EDUCATION, QUALIFICATIONS AND EXPERIENCE
- A. or B.S. in Business Administration, Arts Administration, or other related field preferred.
- Minimum 5 years of Executive Assistant experience or similar administration management required.
- Proficiency with Word, Excel and Powerpoint.
- Experience with concert production and/or stage management of classical music events.
- Experience taking accurate minutes for meetings.
- Familiarity with artist contracts and technical riders.
- Knowledge of music and/or professional performing arts required.
- Ability to conduct internet research efficiently and accurately.
- Clean driver’s license and own transportation required.
- Continuous sitting and computer use.
- Must be able to lift up to 40lbs.
HOW TO APPLY
- Please send resume, letter of intent, and 3 professional references to firstname.lastname@example.org by August 27, 2018.