Logistical Arts Manager

Title:                            Logistical Arts Manager

Department:               Operations

Reports To:                 Creative Director of Operations

Summary:

The Logistical Arts Manager is responsible for creating the logistical plan for all touring and residencies as well as the execution of day to day operations including managing all Philadelphia Orchestra subscription programs and special concert productions in all venues at The Kimmel Center.  The Logistical Arts Manager provides production and administrative support to the Creative Director of Operations.

The Logistical Arts Manager works closely with the Creative Director of Operations, Orchestra General Manager, Director of Orchestra Personnel, Assistant Personnel Manager, artistic and marketing departments and Kimmel Center operations staff.

Key Responsibilities:

Manages tour and residency planning and execution, including creating itineraries, arrangement of travel and lodging, working with vendors to control costs and maintain accurate budgets. Collaborates with the Executive Vice President of Orchestra Advancement and the Orchestra General Manager to execute contracts with tour and residency partners. Collaborate with all departments on residency planning, execution and implementation.
Assists the Creative Director of Operations with the production and execution of all concerts in all spaces of the Kimmel Center including equipment and instrument rentals, creating supertitles and calling cues, collaborating with stage manager and artistic department on stage plots, supervising stage crew and hiring extra stagehand labor as needed. Work with media partners in scheduling labor and production needs associated with broadcasts, IMAG, audio and video recordings. Collaborate with Creative Director of Operations, artistic and marketing departments on determining seat kills, choir loft and stage extension usage.
Manage Kimmel Center space usage for The Philadelphia Orchestra, processing booking inquiries from Philadelphia Orchestra staff including chorus rehearsals and warm up spaces, audition times, tech-holds, receptions, meetings and special events. Ensure current season calendar of events and Kimmel Center calendar correctly reflect Philadelphia Orchestra use and needs. Manage room requests for musicians and maintain sign-up sheet system.
Manage musician instrument insurance policy including updates, claims and billing. Maintain orchestra owned instruments and equipment, piano tuning and selection schedules and distribution of keys for instrument and wardrobe lockers and Philadelphia Orchestra spaces in The Kimmel Center.
Lead weekly production meetings communicating cross departmentally with artistic, operations, personnel, marketing, development, public relations, media and Kimmel Center staff. Attend bi- weekly library meetings with operations and artistic staff.
Collaborate with all departments on residency planning, execution and implementation. Assist and support Creative Director of Operations in the organization and execution of travel, lodging and logistics for tours and residencies.
Create, edit and distribute season date book and summer date book pages, printed and electronic versions.
Administrative production related activity including, but not limited to, check requests/invoices, printing and posting of production sheets, photographing, filing and archiving of completed programs and creating concert duty reports and stage plots as well as ordering production related consumables.
Tracking of contract stipulated events such as open rehearsals, sound checks and other programmatic dependent counts.
Oversee and collaborate with Digital Media, Public Relations and Artistic about interviews, photo shoots, news. live and audio recordings.
Assist in site visits, advance of any non-Verizon Hall concerts.
Assists Personnel with the creation of contracts, digitizing of records, creating of templates and spreadsheets, posting of seatings, memos, office supply ordering and musician lounge supplies.
Participate in concert duty rotation with Creative Director of Operations.

Education/Experience:

Bachelor’s degree required with three (3) to five (5) years prior orchestra & production administrative experience required or relevant combination of education and/or training and experience.  Ability to read music and familiarity with orchestral repertoire required.

Knowledge/Skills/Abilities:

Ability to integrate and execute the creative vision of the Music Director, President and other production partners.
Experience with multimedia productions and/or theatrical productions.
Ability to read music and familiarity with orchestral repertoire.
Excellent interpersonal and communication skills and a proven team leader.
Working knowledge of Microsoft Office (extensive Excel experience) and OPAS.
Proven problem-solving skills in high-pressure environment.
Strong organizational skills.
Ability to provide responsive delivery of ideas, options, and department communication follow-through with others.
Able to multi-task & prioritize several projects in a fast-paced office environment.
Experience with tour planning and execution involving large arts organizations.

Working Conditions/Physical Demands:

Routine for office environment.  The employee will be required to travel with the Orchestra off-site on run-outs, tours and residencies, domestic and international, and will perform the essential functions of the job during evening and weekend concerts.