Concert Operations Assistant

Job Title: Concert Operations Assistant
Department: Operations
Reports to: Chief Operating Officer
Status: Full time, Hourly / Non-Exempt

Summary:

The Concert Operations Assistant provides essential administrative support to the Concert Operations and Orchestra Personnel Departments, and the Chief Operating Officer to ensure the smooth execution of administrative and logistical needs of both departments and the orchestra. The Concert Operations Assistant contributes to a culture of collaboration and support within the artistic operations department and the entire organization.

Objective: Provide high-level administrative support for Concert Operations and Orchestra Personnel activity
•  Process and track Operations invoices, create invoices for outside entities as needed, and maintain accurate records of processed invoices for departmental reference
•  Coordinate preparation and proofreading of, and supervise the printing and distribution of, the Schedule of Performances and Rehearsals, and all calendar updates, on all accessible platforms
•  Maintain and communicate program and rehearsal order deadlines
•  Assist the Orchestra Personnel department with auditions and any orchestra events as needed
•  Assist Orchestra Personnel department to coordinate and submit all AFM forms and payments, as well as with the tracking of EMG as needed
•  Provide administrative support to the Chief Operating Officer as needed
•  Assist the Chief Operating Officer in keeping track of service counts and contractual deadlines, including calendar distribution and program deadlines
•  Manage logistics for any Orchestra Committee meetings as assigned
•  Assist with the maintenance of the orchestra calendar and manage input of schedule information in OPAS, including preparation and proofreading of and supervision of the printing and distribution of the Schedule of Performances and Rehearsals, and all monthly calendar updates, on all accessible platforms

Objective: Contribute to a culture of collaboration, support, and best practices within the artistic operations department and the entire organization
•  In coordination with the Education and Community Engagement and Development departments, assist the Orchestra Personnel department in the scheduling of musicians for Community Connections and Audience Development Services
•  Review monthly In-Tune magazines and other marketing materials as needed
•  Maintain a friendly and positive environment in all interactions with all musicians, chorus members, crew, staff, artists, and guest production personnel
•  Perform additional duties as required by the Houston Symphony Society

•  College degree required
•  Relevant experience in Arts Administration strongly preferred
•  General knowledge of classical music
•  Proficient in Microsoft Word, Excel, PowerPoint
•  Experience with orchestra management software such as Tessitura and OPAS a plus
•  Knowledge of database research, reporting and mail merge functions required
•  Ability to keep up with changing priorities in a fast-paced environment, manage stress, work well under pressure, and multi-task
•  Excellent communication and clerical skills
•  Professional demeanor, detail oriented with a strong sense of confidentiality
•  Positive attitude and team-player approach
•  Ability to prioritize work and demonstrate initiative while working independently
•  Valid driver’s license and access to automobile required
•  Ability to work evenings and weekends required, including some holidays