Coordinator of Artistic Administration

The Chicago Symphony Orchestra is seeking a Coordinator of Artistic Administration to manage logistical arrangements for guest artists. This role involves drafting contracts, coordinating schedules, and providing backstage support to ensure successful performances.

Responsibilities

• Contracting: draft, send (once approved) and track receipt of contracts for all CSO guest artists. Ensure that all draft contracts are approved by Manager of Artistic Planning or Director of Artistic Administration
• Service approximately two-thirds of CSO guest artist contracts (including guest choruses) as assigned by the Senior Manager of Artistic Administration. Duties include:
• A. Book travel and accommodation as agreed in guest artist contracts and in coordination with guest artist managers
• B. Obtain program/performance details, including but not limited to rehearsal orders, technical requirements, practice time, and stage set up. Disseminate all details internally as appropriate and in a timely manner, including representing CSO Artistic Department at Production Meetings
• C. Coordinate official aspects of guest artists’ visits, including but not limited to educational activities and development activities
• D. Track all aspects of guest artist activities using ArtsVision software. Utilize ArtsVision to create guest artist itineraries
• E. Distribute guest artist itineraries to artist management teams and internal contacts in a timely manner
• F. Process guest artist payments accurately and in a timely manner, liaising with guest artist management and CSO Finance Department
• G. Maintain accurate records of guest artist expenses
• Participate in backstage duty for CSO Main Series rehearsals/concerts; Merry, Merry Chicago concerts; and other rehearsals/concerts as assigned by Senior Manager of Artistic Administration. Duties include:
• A. Collaborate with colleagues across CSO departments to secure dressing room assignments
• B. Prepare and maintain dressing rooms while in use by guest artists
• C. Ensure that guest artists are present when required at rehearsals, concerts, and other activities
• D. Assist guest artists backstage
• E. With Senior Manager of Artistic Administration, maintain supplies for production office/artist hospitality
• F. In sum, provide any and all support required to ensure the artistic success of guest artists
• Proofread CSO Marketing Department communications and publications in coordination with Senior Manager of Artistic Administration, including but not limited to CSO Main Series concerts; Merry, Merry Chicago; and CSO Chamber concerts. Liaise with Marketing and Public Relations colleagues to ensure that internal and external correspondence reflects accurate artistic program information
• Other duties as assigned

Skills

• Bachelor's degree or equivalent combination of education and experience
• Strong classical musical knowledge based in formal training or equivalent experience in classical music performance or classical music business
• Superior administrative and organizational skills with a keen eye for detail
• Excellent interpersonal, diplomacy, and oral and written communication skills. Ability to work with diverse individuals
• Strong problem-solving skills and self-motivation
• Proven ability to work in a fast-paced team environment, flexible to change and able to prioritize competing demands
• Professional, courteous, prompt, and clean demeanor
• Proficiency with MS Office software; knowledge of or ability to quickly learn ArtsVision software

Benefits

• Link to Benefits Summary: https://cso.org/benefitsftstaff

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