Artistic Operations Coordinator
For over 50 years, the Ottawa Symphony has been nurturing the best of our city’s deep pool of musical talent while bringing together passionate and longstanding music lovers to collectively enjoy the best we can offer. The Ottawa Symphony is a professional orchestra composed of talented University of Ottawa School of Music students, and professional playing and teaching musicians and community players who mentor them. The Ottawa Symphony plays big music with a big heart, and Ottawa has embraced us for it.
We are looking to fill a key role on our small team. Reporting to the General Manager and the Artistic Director, and working in a highly collaborative environment, the Artistic Operations Assistant is the main interface between orchestra members, and the Music Director and the administration. Responsible for orchestra concert planning, budgeting, and the engagement of musicians for concerts and third-party engagements, this individual also provides artistic and related administrative support to orchestra management, marketing, production and external partners, including the University of Ottawa School of Music.
If you’re interested in an active role in the organization, taking ownership by demonstrating sound decision-making, strategic thinking and accountability, we want to hear from you.
Hours: 0.75% full time; flexible throughout the year. This role is suited to someone seeking a give-and-take schedule, with core office hours and reliable income
Deadline: May 27, 2019
Please send cover letter and CV to:
Kate Holmes, General Manager
(No phone calls, please)
Confirm regular and associate members for season and concerts
Maintain secure musician database, including sub lists
Coordinate guest artist requirements: travel, accommodation, fee payment
Regular, pro-active communication with orchestra members
Ensure adherence to Ottawa Symphony Collective Bargaining Agreement (by all parties)
Create annual budget for artistic costs, manage to approved budget, report anticipated variances
Create pay sheets and/or proposals (musicians pay, including union, pension, and HST fees) for concerts and third-party engagements
Timely remittance of reports, contracts and payment to musicians’ union (All Ottawa Symphony members must be members in good standing with AFM Local 180 Ottawa-Gatineau)
Create season’s rehearsal and concert schedules in consultation with Music Director
Confirm concert orchestration and orchestra stage layout with Music Director
Document and share production requirements with production team
Start and attend / be on-call for concert rehearsals
Problem solve proactively
Confirm annual professional (Regular Members) and student (Associate Members from U-Ottawa School of Music) audition requirements with Music Director
Post audition notices on appropriate platforms (musicians union, local universities, local conservatories)
Coordinate audition venues, music excerpts, juries, schedules in consultation with Music Director
Coordinate annual Senécal prize submission and jury process
Other related duties as requested by management
Currently obtaining or completed a college diploma or Bachelor's degree in music-related field
Minimum of one year of cumulative experience in arts administration, orchestra management, or an equivalent combination of education and experience
Attributes, Interests and Abilities
Communication: Bilingualism is a strong asset (English and French); excellent spoken, written and listening skills; solid interpersonal relations
Computer proficiency: Skilled with MS Excel, familiarity with Google Suite of products; experience with design software (i.e. CAD) an asset
Attitude: Ability to work well under pressure; Strong sense of resourcefulness, highly attentive to detail; team player; discreet; adaptable, resilient. Excellent sense of humour.
Intuition: Ability to anticipate and support the needs of artists, management and production
Other: Sincere interest and familiarity with performing arts landscape and classical music Exceptional time management and organizational skills
Available to work evenings and weekends.