Associate Director of Artistic Planning

Position Summary:

Reporting to the Vice President of Artistic Planning, the Associate Director of Artistic Planning strategically leads the artistic planning process for a broad range of the BSO’s non-classical offerings such as pops, film, and specials across a growing range of genres from Broadway to Hip-Hop. Additionally, the Associate Director of Artistic Planning ensures superior logistical service to select visiting artists, conductors, and composers; and provides administrative support to the Artistic Planning department in conjunction with the Manager of Artistic Planning.

As Associate Director of Artistic Planning, the position works to ensure smooth operations, clear communication, and timely management of administrative responsibilities leading to the effective realization of the organization’s artistic vision. The Associate Director of Artistic Planning also ensures effective communication and coordination of BSO guest artist-related ancillary and pre/post-concert events, in coordination with other BSO departments and external partners. The ideal candidate will be extremely organized, highly motivated, demonstrate initiative and discretion, and be willing to work flexible hours, including evenings and weekends.

Duties & Responsibilities:

Artistic Administration

• Under the supervision of the VP of Artistic Planning and in partnership with BSO artistic planning team, manage a variety of non-classical programming, including artist and repertoire selection for select BSO performances including Pops, Film, Specials, and Community
• Cultivate productive relationships with guest artists, artist managers, orchestra members, staff colleagues, and community stakeholders to serve the artistic needs of The Baltimore Symphony
• Manage artist contracting process for select programs as assigned
• Disseminate artist and programming details to all staff departments (Advancement, Marketing, Library, etc.)
• Coordinate delivery of artist headshots, bios, etc. to BSO Communications and Marketing teams; review select Marketing and Advancement materials for accuracy
• Represent Artistic team where appropriate in various staff meetings to facilitate interdepartmental functions
• Maintain detailed and up to date departmental records on guest conductors, soloists, repertoire history, and programmatic focuses
• Work with VP of Artistic Planning to establish Artistic budget for guest artists; track and regularly report variances
• Serve as liaison with Finance Department and guest artists regarding artist payments
• Assist with preparation of materials for Artistic Advisory meetings
• Other duties as assigned

Artist Support

• Manage schedules for select guest artists and conductors appearing with the Baltimore Symphony by arranging all transportation, hotel, travel, and hospitality as assigned by the VP of Artistic Planning
• Create and distribute detailed itineraries for select guest artists/conductors
• Manage and process select fee, travel, hotel, and associated guest artist/conductor expenses
• Manage Artistic ground transportation for select artists and conductors
• Establish relationships and negotiate vendor rates for area vendors including hotels, rental car agencies, car services, etc.
• Create and maintain guest artist welcome packets (including itineraries, maps, and restaurant recommendations) for distribution to all guest artists and conductors
• Manage Artistic badge access, as well as green room and backstage guests, in accordance with venue security protocols, as well as complimentary ticket requests from guest artists and conductors
• Coordinate guest artist presence at and participation in pre/post-concert activities and lobby enhancements in collaboration with the Advancement and Events Departments
• Serve in Artistic concert and rehearsal duty rotation as assigned

Minimum Qualifications:

• Bachelor’s degree in music or arts administration, or equivalent professional experience in an arts organization with a symphony orchestra
• A minimum of 5 years of experience in orchestra management, ideally in Artistic Operations or artist management
• Superior written and verbal communication skills
• Valid driver’s license, good driving record, and access to reliable transportation
• High level of interpersonal skills to handle sensitive and confidential situations with maturity, poise, and discretion
• Effective organizational and clerical skills with the ability to meet deadlines consistently
• Excellent computer skills, including thorough knowledge of Microsoft Office
• Ability to represent the BSO professionally and effectively with a wide range of constituents (orchestra members, staff, board, guest artists, patrons, etc.)

Preferred Qualifications: (Desired qualifications that would make a candidate stand out but are not strictly required.)

• Knowledge of symphony orchestra structure and practices, and symphonic repertoire
• Ability to read music and familiarity with music terminology
• Appreciation for and sensitivity to the needs of professional artists, including musicians, guest artists, and conductors

Benefits & Perks:

• Comprehensive Health Coverage: Two low-cost medical plan options for employees.
• Employer-Paid Insurance: Dental, life, and long-term disability insurance are fully covered by the BSO.
• Generous Paid Time Off: Includes ample vacation, personal, and sick leave.
• Financial Wellness & Retirement:
  • 403(b) Retirement Plan
  • Health Savings Account (HSA)
  • Flexible Spending Account (FSA) for Dependent Care
• Employee Assistance Program (EAP)
• Exclusive BSO Perks: Complimentary or discounted tickets to BSO performances.

About the Baltimore Symphony Orchestra

For over a century, the Baltimore Symphony Orchestra (BSO) has been recognized as one of America’s leading orchestras and one of Maryland’s most significant cultural institutions. The orchestra is internationally renowned and locally admired for its innovation, performances, recordings, and educational outreach initiatives, including OrchKids.

The Baltimore Symphony Orchestra performs annually for more than 275,000 people throughout the State of Maryland. Since 1982, the BSO has performed at the Joseph Meyerhoff Symphony Hall in Baltimore, and since 2005, with the opening of The Music Center at Strathmore in North Bethesda, MD, the BSO became the nation’s first orchestra performing its full season of classical and pops concerts in two metropolitan areas.

In July 2022, the BSO made history with the announcement that Jonathon Heyward would succeed Music Director Laureate and OrchKids Founder Marin Alsop as the Orchestra’s next Music Director. Maestro Heyward began his inaugural season in September 2023.

The Baltimore Symphony Orchestra is a proud member of the League of American Orchestras.

More information about the BSO can be found at www.bsomusic.org.

The Baltimore Symphony Orchestra is an Equal Opportunity Employer

The Baltimore Symphony Orchestra and OrchKids do not discriminate in employment based on race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, differing physical abilities, genetic information, age, parental status, military service, or other non-merit factors.

EEO is the Law: https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf