Reports to: General Manager
Department: Operations
FLSA Status: Non-Exempt
Schedule: 9am – 5pm (M-F), with some evenings and weekends

POSITION SUMMARY

The Guest Artist Liaison /Operations Assistant is a primary point of communication and support to guest artists. The role involves vendor management, travel and logistics planning, onsite support, and related purchasing.

DUTIES AND RESPONSIBILITIES

Guest Artist Responsibilities

• Study contracts and maintain relationships with hotels and transportation agents
• Book flights and hotels for guest artists and musicians and arrange local ground transportation
• Research and secure appropriate artist visas for international guests, as needed
• Prepare, circulate, and manage guest artist itineraries, coordinating media appearances and private practice times, if needed
• Review and fulfill all requirements stipulated in guest artist riders, while controlling expenses
• Be onsite or on-call for the duration of the guest artist’s stay
• Manage complimentary ticket requests for guest artists

Orchestra Hospitality

• Contract and/or arrange parking for all daytime services and all performances
  • Provide Personnel Manager with OKCPHIL parking tags
  • Create and distribute parking passes and maps as necessary
• Develop and maintain relationships with catering services and secure catering for the orchestra on Pops concert weekends and other times, as necessary
• Oversee coffee service for orchestra musicians
  • Replenish supplies upon request from the Stage Manager
  • Maintain contracts and working relationships with coffee partner(s) and other vendors

Operations Department

• Provide administrative support to the General Manager, Personnel Manager, Stage Manager, Education Manager and the Music Librarian, as needed
• Coordinate instrument or other equipment rentals and logistics, as needed
• Assist with planning and coordination of props on stage and for pre- and post-concert activities, as neededTimely submission of receipts for departmental purchasesPlan the logistics for runout (offsite) servicesWillingness to work between departments within the organization, as neededOther duties as assigned

Availability

• Regular office hours are 9 am until 5 pm, Monday through Friday, occasional weekends
• Must attend all Philharmonic services and special events that involve a guest artist

EDUCATION AND EXPERIENCE

Experience in an arts management or related roleProven written and verbal communication skills and respect for confidential mattersExperience using MS Outlook, Word, and Excel with strong attention to detailUndergraduate degree or equivalent in music, preferred

PHYSICAL DEMANDS

Sit and stand for extended periods, and walk, bend, and reach to access files/storage and office equipmentUsing a computer while sitting for extended periods is commonAbility to communicate orally with artists, customers, vendors, management, and coworkersRegular use of phone and email for communicationHearing and vision correctable to within normal ranges for normal conversations, receiving ordinary information and preparing or inspecting documentsNo heavy lifting is expected, though occasional exertion of about 20 lbs. of force (e.g., picking up and carrying binders, and laptops) may be requiredManual dexterity is required to use common office equipment (e.g., computers, mobile devices, calculators, copiers, scanners)

EEO STATEMENT

The Oklahoma City Philharmonic is committed to the principle of equal employment opportunity for all. All employment decisions are based on business needs, job requirements and individual qualifications. The Oklahoma City Philharmonic, in compliance with all applicable federal, state, and local laws and regulations, does not believe in nor discriminate on the basis of: race; color; national, social or ethnic origin; age; religion or belief; gender; sexual orientation; gender identity; marital, civil union, domestic partner or family status; disability; genetic information; Veteran status; or any other characteristic protected by state, federal, or local law in any of its policies, practices, or procedures. We expect and require the cooperation of all employees in maintaining a discrimination and harassment-free workplace.