Artistic Coordinator

ARTISTIC COORDINATOR JOB DESCRIPTION

Department: Artistic Planning

FLSA Status: Exempt

Work Location: Hybrid – Primarily onsite, with some remote work

FT/PT: Full Time

Last Revision Date: May 2, 2025

The Organization: The Detroit Symphony Orchestra (DSO) is known internationally for trailblazing performances, collaborations with the world’s foremost musical artists, and a deep commitment to serving our community. Making its home in historic Orchestra Hall at the Max M. and Marjorie S. Fisher Music Center, the DSO actively pursues its vision to be an inclusive and culturally relevant community where all people can experience their world through music.

The DSO is a complex organization. Operating 365 days per year in historic Orchestra Hall, one of America’s most acoustically perfect concert halls, we are a performing arts institution, an educational facility, and a community center. We are governed by an independent Board of Directors and employ both union and non-union employees as musicians, stage crew, and administrative staff. Creating a unified culture throughout the institution is an organizational imperative, and we are guided by our values of excellence, diversity, resilience, collaboration, and innovation. The DSO is also deeply invested in the city of Detroit; through our Detroit Strategy initiative, we are expanding the DSO’s participation in the growth and well-being of the city.

The DSO offers a unique, fast-paced working environment, an excellent overall compensation package, and is an Equal Opportunity Employer. For more information visit www.dso.org.

Position Summary:

The Artistic Coordinator is responsible for managing the needs of DSO Artistic Planning department pertaining to PVS Classical Series, Family Series, and Educational Concert Series programming and related initiatives, and is the primary point person for the preparation, compliance, and handling of guest artist and venue contracts, as well as payments. Responsible for providing an atmosphere of hospitality and fostering positive artist relations, the Artistic Coordinator coordinates all logistical arrangements for related guest artists, staff conductors, composers, including travel and accommodations, local transportation, rehearsal scheduling, practice time, special needs, etc. This role also manages the DSO’s staff drivers and provides administrative support to the Music Director.

Specific Duties and Responsibilities:

Provides general support for the Music Director, including but not limited to administrative assistance, scheduling and logistics; in collaboration with Senior Director of Artistic Planning, serves as a primary contact for the Music Director when he is in Detroit.

For the PVS Classical Series, William Davidson Neighborhood Series, Family Series, and Educational Concert Series:

Coordinates logistics for the Music Director, guest artists and conductors; provides care and attendance to needs of Music Director and guest artists, guests, staff and cover conductors, and composers.

Prepares and distributes artist schedules and itineraries.

Work with Marketing/Advancement to facilitate any internal requests made.

Manages contract administration ensuring timely execution of contracts and fulfillment of any contractual and rider requirements; works with DSO’s Finance team to process payments to artists and vendors, tracks expenses.

Manages tax documentation and bank details with artists to ensure correct payment and tax withholding.

Organizes transportation to and from hotel/venue/airport for guest artists. Greets guest artists arriving in Detroit as needed. Schedules Staff Drivers, rents vehicles as needed; drives DSO company vehicles and rental vehicles up to 15-passenger capacity to transport guest artists as required.

Produce a weekly driving schedule, managing it to adjust for any changes, and manage/delegate any emergencies or concerns from drivers.

Oversees staff drivers and driver payroll; schedules drivers in collaboration with Project Manager, Popular & Special Programming.

Prepares payment requisitions and maintains records of invoice and contract payments. Provides monthly expense/variance reporting as required.

Prepares and distributes artist information, including but not limited to conductor questionnaires as well as support for visa petitions.

Additional Responsibilities:

Arranges pre-concert talks for Classical subscription series with Assistant Conductor and/or other guests.

Produce conductor questionnaires to confirm rehearsal schedule, string counts, and library needs. Work in collaboration with Personnel and Library to fulfill any requests from the conductor or answer any internal questions.

Provide webcast links for approval from artists, following up frequently, and communicating notes from the artist to Executive producer of Live from Orchestra Hall where applicable.

Arranges hospitality and catering for artists, fulfilling rider requirements as required.

Coordinates logistics for Assistant Conductor searches.

Reviews marketing materials for accuracy as needed.

Negotiates and maintains relationships with area hotels, caterers, and other vendors as needed.

Performs other duties as assigned.

Required Qualifications:

Minimum of 3 years related professional experience in the performing arts.

Thorough knowledge of classical music and understanding of symphony orchestra structure; ability to read music.

Strong organizational and multi-tasking skills.

Demonstrated proficiency in PC network environment and experience with Microsoft 365 and Windows software; willingness to learn and master new software required.

Strong interpersonal, writing, and communications skills.

Ability to work with a broad spectrum of personalities, exhibit patience and understanding, and be decisive in reaching and implementing decisions.

A creative thinker, who is driven, resourceful, and detail oriented.

Must be proactive and demonstrate meticulous attention to detail.

Problem solving, flexibility, and the ability to work under pressure are required for this position.

Successful experience working in, and contributing to, a collaborative, team environment.

Must have a valid Michigan driver’s license and clean driving record.

Ability to act independently, take initiative, and meet changing priorities.

Desired Qualifications:

Bachelor’s degree in music, music business, arts management, and/or equivalent experience

Familiarity with classical music industry, conductors, soloists, and composers

Familiarity with and interest in a diverse range of musical genres

Not sure you meet 100% of the qualifications? If this role speaks to you and you believe that you can excel, we encourage you to apply. The Detroit Symphony Orchestra is committed to considering candidates with diverse workplace experiences and backgrounds who are interested in building and delivering impactful services and programs.

Additional Information:

This is a salaried, non-union position.

Successful candidates must be available to work a varying schedule, including nights and weekends, to meet the needs of the DSO’s performance schedule

All positions at the DSO require the successful completion of a background check prior to beginning employment. A criminal record does not automatically disqualify candidates.

Physical Requirements:
This role primarily works in an office environment and frequently has prolonged periods of sitting and looking at a computer screen.

Position Reports to: Senior Director of Artistic Planning

Direct Reports: Staff Drivers