Personnel Coordinator and Production Assistant

The Chicago Philharmonic Society

Chicago, IL

Work Location: Hybrid: remote & office


  • Full Time
  • Chicago, IL
  • Wed, Jun 30, 2021
  • Work Location: Hybrid: remote & office
  • Symphonic
  • $36,000
  • $45,000

Website The Chicago Philharmonic Society


Musician Personnel Management

  • Act as main point of contact between musicians and the Chicago Philharmonic administration, keeping musicians informed of organizational activities
  • With supervision from Director of Operations and Personnel (DOP) and the musician-led Personnel Committee (PC), hire musicians for concerts and community engagement events
  • Work with PC to continue the development of an increasingly diverse, equitable, and inclusive workplace
  • Manage database of musician information, including performing and prospective members
  • Assist DOP to produce concert budget estimates and submitting and reviewing musician payrolls
    Administer and maintain musician human resource materials

Production Coordination

  • Work closely with DOP to create and execute comprehensive production plans for all concerts and events
  • Create stage plots
  • Coordinate guest artist logistics and ensure fulfillment of guest artist contractual obligations
  • Assist DOP with production logistics, including venue coordination, equipment rental, piano tuning, hiring additional production staff, and ensuring contract conditions are met
  • Assist in administering community engagement programs as needed
  • Hire and manage music librarians, tracking music library expenses
  • Complete occasional basic music library work
  • Book, schedule, and research rehearsal venues

On-Site Rehearsal and Performance Duties

  • Assist DOP in managing and/or working rehearsals, performances, and events
  • Address musician questions and requests while on-site
  • Assist DOP to resolve on-site challenges
  • Assist with load-in, set-up, and tear-down, and any other logistical on-site needs
  • When necessary, act as stage manager for performances

Skills, Qualifications, and Requirements

  • Bachelor’s degree in arts administration, music performance, audio engineering, nonprofit management, theater, business or other related field is preferred
  • At least three years’ experience working in either a production or administrative role in an arts organization preferred
  • Music library experience a plus
  • Excellent written and verbal communication necessary
  • Financial literacy with budgets and spreadsheets
  • Strong sense of empathy, diplomacy, discretion, and integrity are essential
  • Ability to attend the majority of the Society’s rehearsals and performances
  • Comfortable with a fast-paced environment
  • Flexibility to work early mornings, late evenings, and weekends throughout the Chicago area
  • Organized and detail-oriented with strong time management skills; ability to make quick decisions in high-pressure situations
  • Strong knowledge of classical music, with ability to read scores; knowledge of the orchestral repertoire and industry is a significant asset
  • Proficient in Microsoft Excel and Word and Google Suite
  • Ability to lift and carry up to 50 pounds, climb stairs, work at heights if required
  • Driver’s License

To apply: Please send a resume and cover letter to The subject line of the email should say “Personnel Coordinator Application: [Your Name]”. We will not review applications submitted without a cover letter. 

Chicago Philharmonic is an equal opportunity employer, and we provide the same opportunities for hiring, advancement, and benefits to everyone without discriminating due to age, sex or gender, sexual orientation, ethnicity or nationality, religion, disability, and medical history.


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