Artist Liaison and Assistant to the Music Director

Job Title: Artist Liaison and Assistant to the Music Director
Department: Artistic
Reports to: Director of Artistic Planning
Status: Full time, Exempt

Please include a cover letter and resume when applying

Summary: The Artist Liaison and Assistant to the Music Director provides logistical support for the Music Directors activities in Houston and with the Houston Symphony and is responsible for artist care and essential administrative support for both the Artistic Department and the Director of Artistic Planning to ensure the smooth execution of logistical needs of both the Artistic department and all guest artists.

Essential Job Functions:

• Acts as centralized point to collect, coordinate, and disseminate information about the Music Directors activities in Houston and with the Houston Symphony. Maintains Music Director schedule and coordinates all related details with relevant parties. Participates in production and artistic meetings. Corresponds regularly with Music Directors management and Houston Symphony Executive Director/CEO to coordinate and provide information about Music Directors activities.
• Coordinates with Public Relations, Marketing, and Development departments on media, PR, and personal appearance activities for the Music Director. Responds to requests for Music Directors time and appearances.
• Provide administrative support including sending guest conductor evaluations to musicians on respective programs and share results with appropriate parties, maintaining artist database and other tracking documents
• Manage logistics for the Artistic and Orchestra Affairs and Popular Programming Committees of the Board, coordinating all meetings and keeping personnel records current
• Interact with agents, artists, and conductors to collect pertinent rehearsal and concert information and disseminate this information throughout the organization as necessary
• Create, edit, and issue artist contracts and riders as assigned, including providing digital signatures where necessary
• Maintain up to date contract report, clauses, artist contacts, and engagement details in OPAS to ensure ease with generating contracts
• Manage all travel and hospitality aspects for Music Director and all other guest artists and conductors, to include fulfillment of riders, when applicable
• Prepare all documents for all artists including itineraries and distribute both in advance and in artist welcome packets delivered to hotels
• Serve on artist duty for rehearsals and concerts
• Organize the catering requirements for visiting artists, which includes engaging catering companies, as well as shopping, stocking supplies and setting-up/dismantling dressing room catering
• Process and track artistic invoices and maintain accurate records of processed invoices for departmental reference, prepare coding and receipts for monthly artistic credit card expenses
• Provide administrative support for managing Houston Symphony guest artist archival and commercial recording needs, including issuing agreements for guest artists requesting archival recordings
• Review marketing materials as needed
• 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, Publisher, PowerPoint
• Experience with orchestra management software such as Tessitura and OPAS a plus
• 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
• Highly detail-oriented
• Professional demeanor with a strong sense of judgement, discretion, and confidentiality
• Positive attitude and team-player approach
• Ability to prioritize work and demonstrate initiative while working independently
• Valid drivers license and access to automobile required
• Ability to work evenings and weekends required, including some holidays