Artistic Administrator

REPORTS TO: Head of Programming

POSITION SUMMARY: The Artistic Administrator is responsible for managing and executing the detailed implementation of artistic plans for current and future seasons. This role focuses on the operational execution of concert planning, guest artists contracting and relations, and budget administration for all projects. This position directly supervises the Artist Liaison, and works closely with the orchestra library and staff conductors (Music Director, Assistant Conductor, Chorus Director, and IN UNISON Chorus Director). A key collaborator, the Artistic Administrator is the primary point of contact between Artistic Operations and all other departments ensuring seamless execution of programing details while fostering strong internal and external artistic relationships.

RESPONSIBILITIES:

1.       Programming Implementation & Execution:

• Collaborate closely with the Head of Programming to implement the artistic vision for all SLSO concerts and programs.
• Manage the detailed planning and execution of the classical subscription series, non-subscription programming, chamber music series (including the Pulitzer and Sheldon series), holiday programs (such as Mercy Holiday, IN UNISON Christmas), special concerts (including Forest Park, LEV), and other initiatives as guided by the Head of Programming.
• Organize, finalize and distribute all artistic planning information to staff and orchestra musicians, and other stakeholders.
• Communicate appropriate artist contract information internally, responding to inquiries about programming, artist scheduling, and engagement.

2.       Artist & Conductor Engagement & Relations:

• Engage cover conductors and pre-concert lecturers for all subscription concerts.
• Under the guidance of the Head of Programming, interact with agents and managers to ascertain artist availability and negotiate agreements for guest artists, conductors, and composers.
• Administer performance contracts in collaboration with the Artist Liaison.
• Oversee functions and related activities of Artistic Liaison, ensuring excellent artist servicing in coordination with Productions/Operations teams, and provide artist services directly as needed.
• Manage composer communications, score submissions, and commissioning agreements, supporting the Head of Programming’s commissioning portfolio development.

3.       Internal & External Collaboration & Communication:

• Provide accurate artistic planning information for marketing, public relations, and philanthropic purposes, including proofing printed materials and press communications.
• Distribute and ensure completion of Conductor Questionnaires, disseminating information internally.
• Collaborate with the Education and Community Department to facilitate artistic planning for education, family, and Youth Orchestra concerts as needed.
• In collaboration with Youth Orchestra Manager, oversee the conducting schedule of Resident Conductor and Music Director of the St. Louis Youth Symphony.
• Participate in Artistic Administration department meetings and represent the artistic department at Production meetings.

4.       Budget & Administration:

• Assist the Head of Programming in developing the overall artistic budget.
• Prepare, maintain, and track budgets for specifically assigned artistic programs and projects, providing budget accurate and current forecasts for financial reporting.   
• Oversee contract administration and expense tracking for areas of responsibility.

5.       Concert & Event Support:

• Manage surtitles for concerts, as required.
• Serve as Arts Vision system administrator, facilitating appropriate user access, and ensuring that artistic planning data is accurately and completely entered, including titles of works, composers, pronunciations, rehearsal orders, and other information, in collaboration with music librarians.
• Participate in artistic and concert duty rotations, which may include artist hospitality, attending artistic dinners, leading post-concert subscriber meet-and-greets, providing artistic feedback to production team and conductors for amplified presentations, and other support as needed.
• Support guest artist appearances for institutional goals in philanthropy, marketing, learning, and community engagement.

6.       Perform other duties as needed or assigned.