Director of Artistic Operations

Overview

Position Opening:
Director of Artistic Operations —
Full-time, Exempt

GRAMMY™-winning chamber orchestra Apollo’s Fire (AF) seeks a Director of Artistic Operations (DAO) to lead the concert and tour operations of an innovative ensemble performing at the international level. The 34-year-old organization is based in Cleveland, with a satellite series and auxiliary Board in Chicago, and a strong worldwide presence through touring and recording.

This is a senior, full-time position reporting to the Managing Director (MD) and Artistic Director (AD). The DAO is responsible for the implementation of all Apollo’s Fire performances and tours, including the Northeast Ohio concert series, Chicago concert series, national and international touring, regional hired engagements, and educational and community engagement activities. As a key senior staff member, the DAO is expected to work with a high degree of independence while collaborating closely with the Artistic Director to advance the ensemble’s artistic vision.

The DAO is also expected to work in consultation with the Managing Director to ensure the effective implementation of strategic and sound business management practices.

As a period-instrument orchestra, Apollo’s Fire has a project-based operational model, with most musicians coming from out of town for each project. The DAO serves as the key point-person for coordinating each project (approximately 7-9 projects per year), balancing long-term season planning with proactive, real-time support for current projects and performances. The DAO supervises the artistic operations and production support staff and works closely with AF’s musicians.

They also collaborate with the Board of Directors, cross-departmental administrative staff, artist managers, presenters, and vendors.

• Artistic Administration
  • Musicians:
    Serve as the primary administrative liaison to AF’s musicians and guest artists; book and contract musicians for each project in consultation with the AD; prepare the Musicians’ payroll for each project; and, in collaboration with Musician Representatives, AD, and MD, manage the review and revision of the Musician General Terms and Payscale—the ensemble’s central framework for artist terms, conditions, and compensation.
  • International Artists:
    Manage international artist visa application processes (O or P non-immigrant visas), as needed – typically 1-2 per year.
  • Budgeting:
    Working in collaboration with the AD and MD, prepare the Project Budgets (concert and tour budgets) to be included in the organization’s annual budget; manage and monitor concert expenses; and prepare budget-vs-actual Project Reports for presentation at Board meetings.
  • Venues:
    Build and manage relationships with concert and rehearsal venues in Northeast Ohio and Greater Chicago, including management of event dates and rental contracts.
  • Artistic Materials:
    Coordinate preparation of program materials for playbills and other related print content, in collaboration with the Artistic Director, artistic and marketing staff, and presenters.

• Operations & Production
  • With assistance from operations support staff, oversee all logistical and operational needs for rehearsals and performances, ensuring a high standard of artist care:
  • Book rehearsal and performance venues; oversee on-site support;
  • Supervise musician travel and hospitality arrangements, including ground transportation in Cleveland and on tour, ensuring accurate and timely communication of all logistics; and
  • Oversee stage management and production logistics, including compliance with all venue policies, payment of stage crew, and equipment purchase or rental.
  • The DAO’s presence is required at approximately 75% of AF’s performances across Northeast Ohio and occasionally in Chicago, with some rotation allowed. All members of AF’s small administrative team are cross trained and participate in some aspects of front-of-house management.

• Touring
  • In consultation with AF’s tour agents and the organization’s AD and MD, prepare tour fee quotes on a timely basis; analyze the financial viability of touring engagements; strategize to plan viable tours; create presenter contracts;…