Los Angeles Chamber Orchestra
Los Angeles, CA
The position fulfills two critical roles, both requiring impeccable instincts for internal and external customer service: managing the executive director’s office and serving the world-class guest artists who perform with LACO. As executive assistant, this position helps the executive director operate at his highest level by coordinating his communications and schedule; handling complex inquiries and issues; and interacting with board members and VIPs on his behalf. As artistic assistant, this positions helps guest artists perform at their highest level and make great music personal by ensuring a seamless, worry-free experience from arrival to departure. While reporting to the executive director, this position follows directives from the artistic administrator, senior director of advancement and strategic initiatives, and director of operations and programs. The executive and artistic assistant must exhibit use initiative and independent judgment in problem solving while operating under strict confidentiality. This position includes nights and weekends.
scope & responsibilities
For the executive director:
- Schedules appointments, manages calendar, coordinates meetings, greets guests, books travel and conference arrangements, produces itineraries, arranges meals and catering.
- Represents the executive director by communicating on behalf of executive director with board members, donors, artists, and other VIPs; screens calls and messages when he is out of office or unavailable, responding to external parties and resolving issues as necessary.
- Interfaces with senior staff to ensure alignment of executive office with day-to-day operations and staff needs, as well as coordinate internal scheduling and availability.
- Assists advancement team in coordinating and staffing board and committee meetings.
- Drafts correspondence; prepares and proofreads documents; sends gifts, flowers and cards.
- Prepares meeting agendas and support materials; takes minutes for assigned meetings.
- Compiles and processes the executive director’s credit card and expense reports.
- Transcribes and files voice and written notes; completes data entry for executive director.
- Handles incoming and outgoing mail and deliveries for executive director.
- Researches issues and questions, manages special projects, and provides other assistance.
As artistic assistant:
- Prepares, tracks, and executes guest artist contracts, tech sheets and itineraries following the terms negotiated by the artistic administrator.
- Serves as primary point of contact in Los Angeles by ensuring compliance with riders, arranging local transportation and hospitality, and handling any needs that arise locally.
- Communicates regularly with artist representatives to confirm travel, hotel, rehearsal and performance details; facilitates artistic correspondence among resident and guest artists.
- In collaboration with artistic administrator and operations and programs team, facilitates residencies, outreach, pre-concert talks, and other initiatives involving guest artists.
- In collaboration with development and marketing teams, facilitates guest artist participation in assigned fundraising and promotional activities.
- Occasionally assists the operations and programs team with concert and rehearsal duty, library duties, auditions, and other production needs.
- Regularly liaises with, provides assistance and arranges logistics for music director and other members of artistic leadership in fulfillment of their LACO duties.
- Processes visa applications for all foreign artists.
General office duties:
- Coordinates office supply purchases; assists with photocopying, mailings, errands and filing.
- Assists in monitoring switchboard and providing customer service to patrons and clients.
- Maintains and distributes current board, committee, and staff rosters and email lists.
- Knowledge and love of classical music and the American symphony orchestra.
- 1-3+ years of experience in an administrative role at an orchestra or arts organization.
- Ability to interact comfortably and respectfully in person, on the phone or in writing with board members, artists, donors, other VIPs and the public.
- Ability to work independently, meet deadlines and manage multiple projects at once.
- Record of building excellent relationships internally and externally.
- Confidence, tact, and diplomacy; extreme discretion and strict confidentiality.
- Excellent verbal and written communication skills; ability to adopt executive director’s style.
- Focused attention to detail, particularly when preparing and editing written documents.
- Strong typing and computer skills, particularly Word, Excel, PowerPoint and Outlook.
- Fluency in a second language a plus, particularly German, French, Japanese, Chinese, Korean, Italian, or Spanish, to assist in building relationships with artists.
- Positive attitude, calm presence, friendliness, and a valid driver’s license.
Please email cover letter and resume to firstname.lastname@example.org. Subject: executive and artistic assistant
Los Angeles Chamber Orchestra (LACO), proclaimed “America’s finest chamber orchestra” by Public Radio International, has established itself among the world’s top musical ensembles. Acclaimed conductor and pianist Jeffrey Kahane, music director of LACO since 1996, concludes his tenure at the end of the 2016-17 season. Andrew Norman serves as composer-in-residence and Mahan Esfahani serves as Baroque Conversations artistic partner. During its almost 50-year history, the Orchestra has made 31 recordings, toured Europe, South America and Japan, and garnered eight ASCAP Awards for Adventurous Programming. Headquartered in downtown LA and devoted to making great music personal, LACO presents concert series at Glendale’s Alex Theatre, UCLA’s Royce Hall, Colburn School’s Zipper Hall, New Roads School’s Moss Theatre, and more. Next season’s special initiatives include a performance with Yo-Yo Ma at USC’s Bovard Auditorium and the three-week long Lift Every Voice festival highlighting the power of music and musicians to unite communities and fight injustice. LACO outreach programs – notably Meet the Music – reach thousands of young people annually, nurturing future musicians and composers as well as inspiring a love of classical music.