The Artistic Planning Assistant, reporting directly to the Chief Operating Officer, provides him with administrative support as well as serves as project coordinator for diverse festivals and projects.
Provide administrative support to Chief Operating Officer including:
Facilitate written and verbal, internal and external communications
Assess and prioritize issues that require the attention of the Chief Operating Officer as well as independently respond to issues that do not require the attention of the Chief Operating Officer
Maintain the Chief Operating Officer’s calendar (coordinating appointments, luncheons, meetings, rehearsal/concert schedules, coordinate meeting agendas and oversee all arrangements for meetings)
Arrange for all COO business travel and hotel arrangements
File, prepare and calculate business expenses
Perform general office duties including, but not limited to: placing, receiving, routing calls, handling incoming mail, filing, photocopying, faxing, and maintaining files and records
Serve as coordinator for diverse departmental and interdepartmental projects and festivals.
Assist Director of Artistic Planning and Associate Director of Artistic Planning with program and artist research, scheduling auditions and other projects as necessary.
Coordinate visas for visiting guest soloists and conductors in consultation with the artistic planning and presentations departments.
Serve as artist liaison (including artist driving, concert duty, tickets) 2-3 times per week (evenings and weekends)
Review and update marketing and PR materials for accuracy
Manage artist performance and recording contracts in conjunction with Contracts Administrator including issuing contract requests and amending contract riders, as well as disseminating necessary information to Artist Servicing.
Work closely with production to coordinate artist participation in radio broadcasts and recordings.
Provide administrative support for Director of Artistic Planning and Associate Director of Artistic Planning with administrative support as needed.
Coordinate artist entertaining and post-concert event schedule for Chief Operating Officer, Director of Artistic Planning and Associate Director of Artistic Planning.
Maintain department records
Other duties as assigned
Working knowledge of classical music and artists
Experience as assistant to senior executive
Ability to coordinate complex projects with many participants under strict time schedules
Highly organized, detail oriented, ability to establish priorities, and flexibility to respond to changing requirements
Computer proficiency with MS Word, Excel, and Power Point software programs
Excellent written and verbal communication skills, professional phone manner
Ability to work evenings and weekends
Ability to maintain confidentiality, exercise good judgment, and maintain accurate follow-up
College degree desired or equivalent experience
About Los Angeles Philharmonic Association
Founded in 1919, the Los Angeles Philharmonic Association's mission is to perform, present, and promote music in its varied forms at the highest level of excellence to a diverse and large audience, both at the Walt Disney Concert Hall and the Hollywood Bowl. The Los Angeles Philharmonic Association is dedicated to continuing its pre-eminent status in the music world of the 21st century.