Artistic Planning Assistant

Artistic Planning Assistant

Artistic Operations Department

Artistic Planning

Work Status:

Regular Full Time

FLSA Status:

Non-Exempt

Location of Job:

Davies Symphony Hall

San Francisco CA

Salary:

$33.39-$34.86

Schedule:

Hybrid

Regular Hours:

9 am-5 pm; regular evenings and weekends

Reports To:

Artistic Planning Department Manager

Supervisory:

No

ORGANIZATIONAL PROFILE

The San Francisco Symphony is widely considered to be among the most artistically adventurous and innovative arts institutions in the United States celebrated for its artistic excellence creative performance concepts active touring award-winning recordings and standard-setting education programs. In the 202021 season the San Francisco Symphony welcomed conductor and composer EsaPekka Salonen as its twelfth Music Director and embarked on a new vision for the present and future of the orchestral landscape. This exciting artistic future builds on the remarkable 25-year tenure of Michael Tilson Thomas as the San Francisco Symphonys Music Director. Tilson Thomas continues his rich relationship with the Symphony as its first Music Director Laureate. In their inaugural season together Esa-Pekka Salonen and the San Francisco Symphony have introduced a groundbreaking artistic leadership model anchored by eight Collaborative Partners from a variety of cultural disciplines: Nicholas Britell Julia Bullock Claire Chase Bryce Dessner Pekka Kuusisto Nico Muhly Carol Reiley and Esperanza Spalding. This group of visionary artists thinkers and doers joins with Salonen and the San Francisco Symphony to chart a new course of experimentation by collaborating on new ideas breaking conventional rules and creating unique and powerful experiences.

TheSan Francisco Symphony presents more than 220 concerts and presentations annually for an audience of nearly 450000 in its home of Davies Symphony Hall and through its national and international touring. A cornerstone of the organizations mission the San Francisco Symphonys education programs are the most extensive offered by any American orchestra today providing free comprehensive music education to every first- through fifth- grade student in the San Francisco public schools and serving more than 75000 children students educators and families annually. The San Francisco Symphonys recordings have won such awards as Frances Grand Prix du Disque and Britains Gramophone Award as well as 16 Grammy Awards. San Francisco Symphony radio broadcasts the first in the nation to feature symphonic music when they began in 1926 today carry the Orchestras concerts across the country. In 2004 the SFS launched the multimedia Keeping Score on PBS-TV and online and in 2014 the San Francisco Symphony inaugurated SoundBox an experimental performance venue and music series located backstage at Davies Symphony Hall. February 2021 saw the launch of SFSymphony the San Francisco Symphonys on-demand video streaming service. For more information visit .

JOB SUMMARY

The Artistic Planning Assistant works closely with the Artist Services Coordinator to provide logistical and guest service support for visiting artists from advancing a program through on-the-ground support. The Artist Services function of the department strives to provide high quality and efficient service and care to artists and their management from inception of program advance through the duration of the artists stay in San Francisco.

The Artistic Planning Assistant also provides assistance where needed across other areas of the department.

ESSENTIAL FUNCTIONS & RESPONSIBILITIES

• Communicate with artists and their management to manage all guest artist and conductor logistics:
  • Arrange and provide all artist transportation from arrival to departure including flights and all ground transportation for rehearsals concerts practice time special events and airport transfers. May include driving the Symphonys car and meeting artists at the airport.
  • Arrange and provide artist accommodation.
  • Develop and disseminate guest artist and conductor itineraries.
  • Produce and deliver guest artist and conductor welcome packets.
  • Arrange catering hospitality and other requirements in guest artist and conductor riders.
  • Arrange comp tickets for guest artists and conductors as necessary.
  • Respond to guest artist needs after-hours as necessary.
• Manage Conductor Questionnaires and disseminate information.
• Collaborate with Development Education and other internal teams on guest artist and conductor participation in ancillary events and activities.
• Manage dressing room schedule including setting up and breaking down dressing rooms for guest artists as well as resupplying and cleaning dishes and towels.
• In collaboration with other concert production colleagues manage the backstage area including escorting guest artists and conductors to the stage for rehearsals and concerts managing backstage guest lists and providing information to security guard desk and backstage usher staff.
• Process payments to vendors and artists as needed or requested and process all bills and expense reports pertinent to artist care (gas gifts company car maintenance rental cars cash reimbursements etc.).
• Help to maintain artistic records in ArtsVision the performance history database.
• Provide administrative support to other members of the department as requested.

MINIMUM QUALIFICATIONS

• At least one year of experience working in a performing arts organization.
• Ability to professionally and diplomatically communicate and interact with a wide variety of internal and external stakeholders including visiting artists.
• Ability to collaborate effectively in a team environment.
• Strong organizational skills with ability to work independently and manage highly detailed tasks.
• Excellent communication skills both written and verbal.
• Excellent computer skills including Microsoft Suite G-Suite ArtsVision and other organization software.
• Strong situational awareness; able to work discreetly independently and display good judgment in dealing with diverse personalities and potentially difficult situations.
• Valid US drivers license and satisfactory results of a complete background investigation.
• Must be available to regularly work flexible hours particularly weekends and evenings.

SUPERVISORY RESPONSIBILITIES

None

WORKING RELATIONSHIPS

The internal and external constituents with whom this position most frequently interacts include:

• Artistic Planning team
• Artistic Operations department
• Marketing Editorial PR Community Engagement Patron Services and Development departments
• Guest artists and their managers and agents
• External production teams
• Front of House staff and War Memorial