Artistic Operations Coordinator

LA JOLLA MUSIC SOCIETY

Job Title:           Artistic Operations Coordinator

Department:    Artistic

Reports to:       Sr. Artistic Operations Manager

Status:               Full-time, non-exempt

Start Date:        Immediate start possible    

Salary Range:   $55,000 - $60,000 plus benefits

Job Type:          In Person

WHO WE ARE

La Jolla Music Society is one of the most prestigious and highly respected performing arts presenters in the United States. Our winter season presentations showcase a rich variety of classical, jazz, global roots, spoken word, family, and dance programming, at its state-of-the-art venue, The Conrad, as well as off-site venues throughout San Diego. In addition to our winter season and award-winning Learning & Engagement Programs, La Jolla Music Society also produces SummerFest, a renowned four-week chamber music festival featuring world-class artists and ensembles performing an array of concerts and programs curated by SummerFest Music Director, Inon Barnatan.

SUMMARY

The Artistic Operations Coordinator assists the Sr. Artistic Operations Manager and Artistic Department with all La Jolla Music Society performances. The role will complete administrative and performance related duties to ensure information is accurate, updated, and organized, and will provide thorough communication to guest artists and their management for performances. This role is crucial in keeping all documents and processes up to date for department use, assists in communications internally and externally, and prepares all performance details prior to an event. 

JOB DESCRIPTION

ARTISTIC OPERATIONS (60%)

• Coordinates the Winter Season and SummerFest artist contract process by maintaining and updating internal tracking documents, inputting edits, sending out contracts for internal review, and obtaining signatures.
• Inputs and updates key information in ArtsVision, LJMS’ event management database.
• Processes and tracks all artist-related invoices, generates check requests and artist buy-outs, and reconciles department credit card in coordination with the Finance department.
• Tracks and sends quarterly BMI/ASCAP reporting.
• Assists Sr. Artistic Operations Manager in arranging in-person and remote department meetings, including printing documents, taking notes, and distributing notes internally.
• Coordinates the venue holds process at The Conrad and at off-site venues for the Artistic Director.
• Schedules quarterly company vehicle maintenance and upkeep.

PERFORMANCE EXECUTION (40%)

• Works closely with the Sr. Artistic Operations Manager to advance Winter Season and SummerFest performances with artist representatives.
• Assists in performance preparation, including the creation of artist itineraries, providing artist transportation in company vehicles, coordinating artist keycards, and fulfillment of artist riders.
• Books artist hotel and ground travel arrangements, coordinates reservations, and maintains relationships with local hotels.
• Assists in aspects of SummerFest planning, including personnel recordkeeping, development of materials for artists, building rehearsal schedules, coordination of welcome packets, and booking travel.
• Coordinates artist audio approval process for SummerFest by building the Artist Review Center and inputting data.
• Assigns and tracks all artist complimentary ticket requests from artists, in coordination with the Sr. Artistic Operations Manager and the Box Office.
• Performs concert duty for select LJMS performances at The Conrad and at off-site venues. Duties include, but are not limited to, artist transportation in the company vehicle, hospitality and meal purchase, green room set-up, and being on-site contact while artists are in the venue.  

QUALIFICATIONS

• A minimum of 1-2 years of work experience in a related field.
• Knowledge of and appreciation for classical music, jazz, and/or dance preferred.
• Organized and attentive to detail.
• Strong written and verbal communication skills.
• Ability to handle confidential information with integrity.
• Proficiency in Microsoft Office software, including Word, Excel, and PowerPoint.
• Experience with Adobe Acrobat, Google Suite, and Zoom preferred.
• Experience with ArtsVision a bonus.
• Valid driver’s license.
• Ability to lift up to 30 lbs.

Additional information:

• Standard office hours are M-F 9-5, but the schedule of this position will shift based on event requirements and concert schedules. Some nights and weekends will be necessary.
• The Artistic Operations Coordinator works primarily in the LJMS offices at The Conrad but may also need to work at other San Diego venues for off-site LJMS performances and in company vehicles as needed to provide artist transportation.
• This role works closely with LJMS staff, artists, artist management, select vendors, and may interact with patrons and members of the community.

EQUAL OPPORTUNITY EMPLOYER STATEMENT

By exemplifying broad representation throughout the institution, it is our goal to dissipate traditional lines of separation, enabling audiences, artists, staff, donors, and students to connect with those who are different from themselves. We believe that through that connection—both on stage and off—we can enrich all our lives, broaden our experience, open our minds, and achieve La Jolla Music Society’s mission. We seek to create a working environment where everyone knows they are welcome and valued regardless of who they are or how they identify; where difference is encouraged; and where those differences help us learn from one another.