Artistic Administration & Ops Coordinator

Job Summary

The Artistic Operations Coordinator provides administrative and operational support within the Office of Artistic Administration and Operations, whose mission is to provide a web of support and structure which empowers CIM’s artistic excellence, with a particular focus on extraordinary service and support for key resident and guest artists.

Primary Duties and Responsibilities

• Serve as primary support for all guest artists, including performers, guest faculty and resident artists.
  1. Arrange transportation, accommodations and facility access.
  2. Assist in contract execution, payment, and reimbursements.
  3. Communicate schedule to internal team and artists, collaborate in scheduling any facility needs.
  4. Coordinate the needs and scheduling of master classes, in collaboration with the office of Academic Affairs
• Special Events management
  1. Oversee all rentals for external organizations, coordinate needs with Artistic Operations Team.
  2. Maintain events supplies in main and hospitality kitchens and in McAfee Conference Room; order items as needed for internal events.
  3. Place catering orders as needed for internal events.
  4. Provide onsite management of assigned events and coordinate with CIM staff to provide additional support
• Serve as a liaison to faculty, staff, and students on artistic matters and provide administrative support when needed
• Liaise with marketing to maintain external and internal communications platforms across web, social, and print to ensure accurate and timely information is always available
• Other duties as assigned

Education, Experience and Qualifications

• Bachelor's degree with a focus in Music, Arts Administration or Business Management OR proven experience in artistic operations.
• Experience working in classical music and/or education is advantageous
• Must possess database management skills
• Proficient use of Microsoft Office 365 products and willingness to learn and master new technology tools and systems
• Strong communication skills and interpersonal skills required; a customer-service mindset in serving internal stakeholders
• Must be able to thrive in a collaborative and team environment; puts the needs of team above self
• Positive self-starter and able to overcome obstacles

Job Competencies

• Customer Service – Works well with customers, promotes a positive image of the company, strives to solve issues raised by customers
• Communication – Communicates well (written and verbal), delivers presentations, has good listening skills
• Dependability – Meets deadens, works independently, accountable, maintains focus, punctual, good attendance record
• Initiative – Takes action, seeks new opportunities, strives to see projects to completion

Personal Attributes

• Appreciation of music and energized by engaging with musicians and artists
• Energetic, flexible, and adaptable
• Enjoys working with a vast array of people
• Works equally autonomously and in a group
• Strong multitasking abilities, with the capacity to prioritize appropriately
• Attention to detail and ability to meet deadlines consistently is essential
• Discreet and maintains confidentiality

Working Conditions/Physical Requirements

Work occurs primarily in an office setting during normal business hours. Some evenings and weekends will be required.

Position requires physical dexterity for moving, standing, climbing or walking for significant periods of time and lifting up to 35 pounds.

Direct reports

n/a