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Artistic Production Manager

2 months ago

Peoria, Illinois, United States Peoria Symphony Orchestra Full time

Position Overview: This role encompasses a comprehensive range of responsibilities related to concert execution, including personnel oversight, music library management, guest artist coordination, and venue operations. The individual will also oversee the scheduling of community outreach initiatives, integrating various artists and musicians to enhance engagement efforts.

Musician Management (35% of responsibilities)

● Maintain ongoing communication with the Music Director regarding all personnel issues.

● Develop and manage rosters for each performance, submitting them for approval.

● Ensure timely updates to all relevant parties (Conductor, Musicians, Staff).

● Create substitute lists in line with collective bargaining agreements for Music Director approval.

● Arrange contracts for substitute musicians well in advance of performances.

● Facilitate HR processes for onboarding and offboarding musicians.

● Maintain a comprehensive database of musicians.

● Provide the Marketing Director with accurate personnel listings for concert programs.

● Act as a management liaison for the collective bargaining team.

Financial Oversight (10% of responsibilities)

● Collaborate with the Music Director and Executive Director to formulate the artistic budget during planning stages and provide updates as needed.

● Monitor payroll variations, including additional services and overtime.

● Notify the Executive Director of any unexpected budgetary changes.

Rehearsal and Concert Management (10% of responsibilities)

● Attend all rehearsals and performances.

● Supervise the Stage Manager and stage crew as necessary, including scheduling IATSE stagehands.

● Prepare call sheets for distribution to musicians.

● Track attendance and note musician conduct during services.

● Collaborate with the Music Director to develop and approve stage layouts.

● Serve as Stage Manager when required, including logistics for equipment transport.

Audition Coordination (6% of responsibilities)

● Organize and manage all facets of auditions.

● Communicate with the Orchestra Committee regarding position vacancies.

● Develop and disseminate audition advertisements.

● Ensure adherence to collective bargaining guidelines throughout the audition process.

Broadcast and Streaming Management (3% of responsibilities)

● Oversee reporting for electronic media projects.

● Represent the organization in relevant meetings.

● Create a master calendar for concert broadcasts.

● Manage agreements for private use recordings.

● Collaborate with marketing to define promotional project scopes.

● Develop budgets for marketing initiatives requiring musician compensation.

● Maintain archival recordings of concerts.

Guest Artist Coordination (5% of responsibilities)

● Negotiate engagement contracts with artists or their representatives as directed.

● Draft and issue contracts for guest artists after necessary reviews.

● Serve as the primary contact for guest artists during their engagements.

● Foster relationships with artist representatives.

● Arrange travel and accommodations for guest artists, coordinating with volunteer committees as needed.

● Develop and manage schedules for guest artists.

● Oversee technical requirements of guest artists.

Venue Coordination (5% of responsibilities)

● Act as the main contact for each performance venue.

● Create detailed concert requirements for each venue, addressing lighting, sound, and front-of-house needs.

● Cultivate strong working relationships with venue managers.

● Ensure all production details are effectively communicated with venue staff.

Community Engagement (6% of responsibilities)

● Identify artists for community engagement during planning phases.

● Develop a master calendar for artist appearances prior to each season.

● Serve as the liaison for partner organizations.

● Hire musicians for community events as approved.

● Maintain a schedule for outreach activities in consultation with the Music Director.

● Track attendance at outreach events for reporting purposes.

● Participate in all outreach events alongside artists.

Music Library Management (20% of responsibilities)

● Oversee the acquisition and management of music materials to fulfill program needs.

● Supervise all aspects of music preparation, including editing and distribution.

● Maintain an accurate inventory of the orchestra library and ensure security.

● Report to performance licensing organizations as required.