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Artistic Planning Assistant

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The New York Pops
United States
Manhattan, NY
Position Level
Entry Level
4-Year Degree
Position Type
Full Time Permanent
Salary Range
$28,000 - $34,000
Application Deadline


POSITION OVERVIEW: Supports the Director of Artistic Operations in the preparation and execution of The New York Pops’ annual concert series; assists with donor activities, special events, and press opportunities that take place in conjunction with rehearsals and performances DUTIES AND RESPONSIBILITIES: Rehearsal and Concert Production Supports the Director of Artistic Operations leading up to all rehearsals and performances, with responsibilities including (but not limited to): coordinating rehearsal/performance schedules, including air travel and ground transportation; coordinating press opportunities for Music Director/Conductor and talent; preparing/distributing production documents and rehearsal materials; assisting with the fulfillment of contract/rider requirements; securing appropriate documents/materials from presenting organizations/performance venues (including seating maps, tickets, and ticket envelopes) to ensure the smooth execution of production procedures; creating stage cards for conductor for all performances and events; collecting/archiving concert-related marketing materials; and assisting with the preparation/execution of development activities surrounding rehearsals and performances Serves as on-site support for the Director of Artistic Operations during all rehearsals and performances, with responsibilities including (but not limited to): serving as a production runner; providing administrative support for all ticketing procedures; serving as an adjunct talent liaison; serving as support staff (as directed) for all special events (including pre- and post-concert receptions) surrounding concerts; and preparing/printing/distributing stage cards for each performance Artistic Administration Supports the Director of Artistic Operations with all administrative duties, including (but not limited to): proofing contracts; filing invoices and credit card receipts; processing check requests; coordinating telephone calls/meetings; preparing supporting documents for e-correspondence with external production vendors; drafting meeting agendas; taking meeting minutes; and researching/booking rehearsal venues Collects/proofs materials to be published in Playbill, including welcome letters, biographies, photos, and donor listings Performs research projects as directed by the Director of Artistic Operations, on topics including (but not limited to): programming ideas, industry initiatives, and social media best practices General Administration and Other Duties Answer office phones as needed Manage merchandise inventory and sales at various concert venues Maintenance of institutional press kit Ensures that supplies relating to Artistic Operations are stocked and anticipated in advance Special projects as assigned. EXPERIENCE Bachelor’s Degree (or equivalent work experience) required; 2+ years of experience in an arts/culture/entertainment setting preferred Knowledge, Skills, and Abilities • Excellent written/verbal skills • Fluency in Microsoft Office Suite • Strong time-management skills • Exceptional organizational skills and attention to detail • Discretion when dealing with talent/sensitive information • Willingness to accept the advantages/challenges of a small, collaborative team The ideal candidate will also: • Exhibit an interest and working knowledge of New York City’s arts/culture/entertainment industry • Maintain an enthusiastic and positive attitude with a sense of humor • Employ an open mind Working Conditions • M-F, 9:30AM-5:30PM (40 hours per week) • Some additional evening and weekend work required • Fast paced and goal-driven Wages and Benefits • Salary range $28,000 - $34,000 • Comprehensive benefit package includes medical and dental insurance, generous vacation and holiday schedule, 403b match, commuter benefits, and more The New York Pops is an Equal Opportunity Explorer #LI-DNI

Application Instructions / Public Contact Information

To apply, please email cover letter with resume in PDF format and include job title in subject line: Please no calls or mail.

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