Artist Liaison & Personal Assistant to the Music Director

The Pittsburgh Symphony

Pittsburgh, PA

Work Location: Hybrid: remote & office


The Pittsburgh Symphony

Artist Liaison & Personal Assistant to the Music Director

Reports to: Artistic Administrator

Status: Exempt, Full-Time

Job Purpose

To provide exemplary care for PSO guest artists and the Music Director, before, during, and following their visits; to advance artist plans, schedules and logistics; to work as a team in ensuring that the artistic aspects of concert production are carried out to the highest and most efficient levels.

Essential Duties and Responsibilities – Artist Liaison

• Organize and manage guest artist logistics for assigned classical guest artists and conductors in close partnership with artist managers
• Creates, maintains, and disseminates guest artist & conductor itineraries
• Reserve stage, rehearsal, and dressing room space and maintains artist care supplies
• Acts as first point of contact for visiting artists, provide exemplary care for PSO guest artists before, during and following their visits
• Processes guest artist payments and reimbursements
• Cover Artistic Duty at assigned concerts
• Participate in, and contribute to, artistic, production and inter-departmental meetings as required
Essential Duties and Responsibilities – Personal Assistant to the Music Director

• Manage and schedule all aspects of the Music Director’s calendar, including
o Arranging travel and accommodations
o Coordinating and tracking all PSO rehearsals, meetings, concerts, appointments, and special events for Pittsburgh-based performances and activities and PSO touring activities (domestic and international)
o Receiving and coordinating meeting requests across PSO departments
o Arranging and coordinating private receptions (pre-/post-concert) or meetings with donors, artists, and other social connections
• Coordinate personal correspondence, arrange gifts, assist in personal preparation to attend donor events
• Provide exemplary care for the Music Director during visits to Pittsburgh, handling day to day tasks including running errands as needed

Required Education, Experience and Abilities

• 1-2 years’ experience as an executive/personal assistant
• Bachelor’s degree or equivalent work experience
• Ability to demonstrate strong knowledge in classical music repertoire and industry
• Exceptional attention to detail
• Highly self-motivated and able to prioritize multiple projects with a high level of energy
• Ability to travel for domestic and international PSO touring activities
• Comfortable working across multiple global time zones depending on Music Director’s location
• Proficiency in Microsoft Office, including Outlook (email), Teams (video conferencing), Word, Excel, PowerPoint, and desktop publishing
• Excellent written and verbal communication skills
• Capacity to work calmly under pressure and as a team player
• Ability to work evenings and weekends as required
• Valid PA driver’s license
Preferred Education, Experience and Abilities:

• Experience in arts administration, preferably in performing arts or orchestra environment

Physical Requirements:

• Ability to work on a computer
• Ability to stand for long periods of time

Pittsburgh Symphony, Inc. (PSI) provides equal opportunity to all qualified employees and applicants for employment without regard to race, color, religion, sex, gender, pregnancy, sexual orientation, gender identity, genetic information, ancestry, national origin, age, physical or mental disability, marital status, veteran status, or any other class or category protected by local, state, or federal law.

The specific statements shown in each section of the description are not intended to be all-inclusive. They represent typical elements and criteria considered necessary to perform the job successfully.
The PSI recognizes that an individual with a disability may require a job modification/ accommodation to enable them to successfully perform a job function. Consideration will be given to such requests. Such requests should be directed to Human Resources.

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