What are the responsibilities and job description for the Manager of Artistic Planning position at NASHVILLE SYMPHONY ASSOCIATION?
The Manager of Artistic Planning is a critical member of the Artistic Administration department of the Nashville Symphony. This role coordinates and implements guest artist care and logistics and assists the VP of Artistic Planning in the planning and execution of programming for the Nashville Symphony. The position works closely with the entire Artistic and Operations team to foster collaboration across departments and to support the strategic, artistic, and financial objectives of the organization.
I. Summary
Reports to: Vice President of Artistic Planning
Area of Responsibility: Artistic Administration
Employment Status: Full-Time, Exempt
II. Primary Duties and Responsibilities
Artistic Advances & Concert Duty
a. Serve as the primary artistic manager for assigned rehearsals and concerts, welcoming all guest artists upon arrival when applicable.
b. Coordinate all guest artist logistics, including hotel accommodations, air and ground travel, catering, hospitality shop, and dressing room setup, ensuring full execution of artist rider requirements.
c. Prepare detailed itineraries for guest artists and distribute them to the artists, their management, and internal Artistic Administration staff.
d. Arrange guest artist complimentary tickets in accordance with contractual terms.
e. Collaborate closely with Artistic and Operations teams to translate artist requirements into clear logistical plans, including rehearsal schedules, piano tunings, practice room bookings, stage setups, and dressing room assignments.
f. Escort conductors and attend all pre-concert lectures and ancillary activities as assigned.
g. Generate Banquet Event Orders (BEOs) for all event-related setup needs.
h. Coordinate any pre- or post-show activities and backstage/guest lists with front of house and security.
i. Advance and settle merchandise as needed.
Administration & Contracts
a. Process and code invoices for hotels, ground transportation, and other services; submit check requests for artist payments.
b. Track and reconcile concert-related and departmental expenses in coordination with the Artistic Administration team.
c. Collaborate with Education and Community Engagement and Development teams to coordinate artist involvement in related activities.
d. Work with and manage logistics for all staff conductors, including Music Director, Associate Conductor, and Chorus Director as needed.
e. Assist with chorus administrative needs as needed, including but not limited to parking details, rehearsal schedule, and BEOs.
f. General Artistic Planning assistance, including but not limited to:
- Prepare and edit contracts in coordination with VP of Artistic Planning.
- Maintain and track availability calendars for the Nashville Symphony Orchestra and Schermerhorn Symphony Center.
- Conduct research on repertoire, guest artists, commissions, and broader industry trends to inform programming decisions.
- Submit room reservation requests through the Director of Artistic Operations as needed.
- Upon request, attend artistic planning committee meetings and take meeting minutes.
- Perform additional duties and special projects as assigned in support of the Artistic Planning department.
The duties listed above are not all inclusive. The person in this position is expected to perform other work-related duties as assigned even though they may not be considered primary duties.
III. Supervisory Responsibilities
Artistic Coordinator
Qualifications:IV. Work Requirements and Qualifications
Education: Bachelor’s degree in music, Arts Administration, or related field.
Experience: Minimum 3 years’ experience in artistic administration, orchestra operations, or relevant music industry position.
Knowledge, Skills and Abilities:
- Stellar organizational skills with attention to detail and ability to schedule priorities to maximize efficiency.
- Excellent written and verbal communications skills.
- Ability to work with a broad spectrum of personalities and to exhibit patience and understanding.
- Willingness to learn and adapt to a variety of circumstances.
- Ability to work as a team member with a positive attitude.
- Interest and working knowledge of classical music repertoire.
- Ability to work independently and use independent judgment while keeping supervisor informed of work activity and issues.
- Ability to maintain the strictest confidence as needed.
- Proficiency in Microsoft Office and SharePoint, and experience with orchestra management software (e.g., OPAS, ArtsVision) strongly preferred.
- Availability to work evenings and weekends in support of concerts and events.
The Nashville Symphony Association reserves the right to revise this job description at any time. This job description is not a contract for employment. All employees are expected to adhere to all terms and conditions of the Association’s Personnel Policies and Employment Manuals and other Association policies and procedures which may be promulgated and published from time to time.