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Artistic Coordinator

International Association of Administrative Professionals

This is a Full-time position in Newark, NJ posted April 30, 2021.

International Association of Administrative Professionals (IAAP)

The New Jersey Symphony Orchestra seeks a full-time Artistic Coordinator.

This position reports to the Associate Vice President of Artistic Planning and serves as an integral as support for Music Director Xian Zhang, guest artist services, and the smooth flow of artistic information throughout the organization.

Currently, all NJSO employees work remotely for day-to-day activity.

However, some in-person work is required of this position for rehearsal and performance events, in compliance with the NJSO’s COVID Safety Plan.

Once it is safe to do so, some regular in-office presence will be required, as well as regular presence at rehearsals and concerts.

Status: Full-time (exempt)

Salary range available upon request

Reports to: Associate Vice President of Artistic Planning.

Serve as administrative assistant to the Music Director, including management of their NJSO schedule, liaison with international management, correspondence, and other support as needed.

Maintain smooth flow of artistic information across the organization—serve as a resource to other departments in coordinating guest artists and Music Director information Track and maintain the contracting process for all guest performers and other creative collaborators.

Serve as primarily logistical contact to Artist’s management.

Advance artist riders and travel/accommodations.

Manage Artist comp ticket requests and backstage guest access.

Complete check requests accurately and in accordance with contracts.

Apply for appropriate work visas for international artists, as required.

Manage artist needs at rehearsals and performances, including setting up and breaking down dressing rooms, driving artists as needed, providing hospitality such as refreshments, water, and towels, and functioning as an artist’s primary point of connection to the organization.

Serve as project manager of the Edward T.

Cone Composition Institute and manage other special projects and initiatives as assigned.

Perform administrative tasks in support of the Artistic department, such as arranging travel and hospitality, procuring department supplies, reconciling monthly expenses, and other tasks as assigned.

Negotiate and maintain an effective relationship with hotels, car services etc.

Review all PR/Marketing digital and print materials with special attention to accuracy of artistic content.

Work collaboratively with other NJSO departments.

This includes attending marketing content meetings and working with development and education departments on receptions, masterclasses, and other artist appearances.

Support artistic elements of NJSO digital content in collaboration with Director of Operations and Community Programs and Marketing/Video team.

Conduct research on artistic programs, artists, conductors, and repertoire.

Subject to experience and interest, manage programming for Education and Family concerts with support from Associate VP of Artistic Planning and Education team.

Provide backstage guest artist support at all rehearsals and most concerts.

This includes work on evenings and weekends.


Advanced written and verbal communication skills.

Proficiency in standard Microsoft Office applications, particularly Excel; OPAS (Orchestra Planning and Administration Software) experience a plus Ability to diplomatically and graciously handle a wide variety of personalities, and to confidentially handle sensitive matters.

Excellent attention to detail and ability to manage multiple overlapping projects Knowledge of and enthusiasm for orchestral music.

Bachelor’s degree required.

An equivalent combination of education, training and experience in an orchestral environment can be substituted Must have access to a personal vehicle and valid driver’s license.


Our desired candidate will bring a positive, team-oriented attitude and approach.

We are seeking a candidate whose primary motivations are to support artists and constantly create an atmosphere in which our Music Director, NJSO musicians, guest performers and all other creative collaborators can perform at the highest level.

The successful candidate will be conversant in classical music repertoire and artists, and will demonstrate a keen interest in the orchestral art form and in helping to find new ways for the NJSO to broaden its audiences.


The employee will be required to perform essential functions of the job during evenings and on Saturdays and Sundays, as the NJSO’s performance schedule dictates.

Valid driver’s license and access to an automobile are necessary for extensive NJ travel.

The employee must be able to lift 20lbs, speak and listen on a headset, navigate historic theater backstage spaces which are often narrow and uneven.


This position offers an opportunity to gain substantial hands-on experience in all aspects of an artistic department of an orchestra, with specific focus on guest artist servicing and rehearsal and performance logistics.

There are regular opportunities to work with and be mentored by senior employees, and the position involves significant exposure to artist managers and other business contacts as well as major performing artists and a vibrant community of professional musicians.

The ongoing crisis created by the pandemic has created the opportunity for the NJSO to reimagine the future in new ways:
Crafting frameworks that allow for maximum flexibility and responsiveness to the current uncertainties, and—at the same time—reaffirm our commitment to serve the communities of New Jersey with artistic excellence, live performances, transformative music education and community needs-driven engagement.

Leveraging new technology and expanding digital capabilities for both the short-term and the long-term.

Our reach has expanded ten-fold during these unprecedented times—a reach that has been fueled by an arresting display of organizational creativity, innovation and grit.

Our digital capabilities will be a long-term asset to help us enhance engagement with our existing patrons and our new broader audiences.

Renewing our sense of urgency with regard to diversity, equity and inclusion.

Through a combination of onstage, administrative and governance changes, we are positioning ourselves for bold, decisive and measurable action as if our very survival depends upon sweeping changes to better reflect and serve New Jersey communities.

The New Jersey Symphony Orchestra celebrates the cultural vibrancy of our communities and builds meaningful relationships that elevate and strengthen them.

We seek to create a culture of inclusion and a work environment that values hard work, professionalism and creativity.

We are committed to diversity and equal opportunity in our recruitment and hiring.

Qualified candidates of all backgrounds are welcome to apply for open positions.


Please send a letter of interest and resume in PDF format to Patrick Chamberlain, Associate Vice President of Artistic Planning: with Artistic Coordinator in the subject line by April 30, 2021.

The New Jersey Symphony Orchestra is an equal opportunity employer.

No phone calls please.

Job Information
Job ID: 56499654 Location:
Newark, New Jersey, United States
Newark, New Jersey, United States Position Title: Artistic Coordinator Job Function: Artistic Administrator Job Type: Full-Time Job Duration: Indefinite Required Travel: 0-10%
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