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21 Jun 2019

Full-Time Artistic Planning Assistant

The New York Pops  New York, New York, United States

Job Description

Supports the Director of Artistic Operations in the preparation and execution of The New York Pops’ annual concert series; assists with donor activities, special events, and press opportunities that take place in conjunction with rehearsals and performances.


Rehearsal and Concert Production

Supports the Director of Artistic Operations leading up to all rehearsals and performances, with responsibilities including (but not limited to): coordinating rehearsal/performance schedules, including air travel and ground transportation; coordinating press opportunities for Music Director/Conductor and talent; preparing/distributing production documents and rehearsal materials; assisting with the fulfillment of contract/rider requirements; securing appropriate documents/materials from presenting organizations/performance venues (including seating maps, tickets, and ticket envelopes) to ensure the smooth execution of production procedures; creating stage cards for conductor for all performances and events; collecting/archiving concert-related marketing materials; and assisting with the preparation/execution of development activities surrounding rehearsals and performances

Serves as on-site support for the Director of Artistic Operations during all rehearsals and performances, with responsibilities including (but not limited to): serving as a production runner; providing administrative support for all ticketing procedures; serving as an adjunct talent liaison; serving as support staff (as directed) for all special events (including pre- and post-concert receptions) surrounding concerts; and preparing/printing/distributing stage cards for each performance

Artistic Administration

Supports the Director of Artistic Operations with all administrative duties, including (but not limited to): proofing contracts; filing invoices and credit card receipts; processing check requests; coordinating telephone calls/meetings; preparing supporting documents for e-correspondence with external production vendors; drafting meeting agendas; taking meeting minutes; and researching/booking rehearsal venues

Collects/proofs materials to be published in Playbill, including welcome letters, biographies, photos, and donor listings

Performs research projects as directed by the Director of Artistic Operations, on topics including (but not limited to): programming ideas, industry initiatives, and social media best practices

General Administration and Other Duties

Answer office phones as needed
Manage merchandise inventory and sales at various concert venues
Maintenance of institutional press kit
Ensures that supplies relating to Artistic Operations are stocked and anticipated in advance
Special projects as assigned.

Bachelor’s Degree (or equivalent work experience) required; 2+ years of experience in an arts/culture/entertainment setting preferred

Knowledge, Skills, and Abilities
• Excellent written/verbal skills
• Fluency in Microsoft Office Suite
• Strong time-management skills
• Exceptional organizational skills and attention to detail
• Discretion when dealing with talent/sensitive information
• Willingness to accept the advantages/challenges of a small, collaborative team

The ideal candidate will also:
• Exhibit an interest and working knowledge of New York City’s arts/culture/entertainment industry
• Maintain an enthusiastic and positive attitude with a sense of humor
• Employ an open mind

Working Conditions
• M-F, 9:30AM-5:30PM (40 hours per week)
• Some additional evening and weekend work required
• Fast paced and goal-driven

Wages and Benefits
• Salary range $28,000 – $34,000
• Comprehensive benefit package includes medical and dental insurance, generous vacation and holiday schedule, 403b match, commuter benefits, and more.

Education: 4-Year Degree
Job Position: TypeFull Time Permanent

The New York Pops is an Equal Opportunity Explorer


How to Apply

Please email cover letter with resume in PDF format and include job title in subject line:

Please no calls or mail.

Job Categories: Music. Job Types: Full-Time. Job Tags: arts, assistant, music, and production. States: New York.

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