Artistic Coordinator

WORK LOCATION(S):
Hybrid - BLO Office, On-site Work & Remote

Work SCHEDULE:

Occasional evening, nights & weekend work is needed especially during peak programming or seasonal periods Summary

The Artistic Coordinator is responsible for coordination, organization, and administrative support of artistic activity. They provide administrative and logistical support to the department, including, but not limited to on-site support for events, rehearsals, and performances, auditions coordination, contract administration and tracking, housing/travel support, music materials preparation, volunteer liaison, and database maintenance. Serving as the Artistic Liaison for artists and the department, and for supernumeraries and dancers.

Scheduling commitments for this role include occasional evenings, nights, and weekend work required during peak season as determined by the Artistic Operations Manager.

Artistic Administration

Support management of agent relationships and artist communication.

Coordinate collection of headshot, bios and measurements of appropriate Artistic and Production personnel. Lead creation of production look‑books and production personnel information packets.

Support in contract administration and hiring paperwork collection.

Track and update schedule and casting changes in Arts Vision.

Coordinate travel and housing for Artists, Designers, Conductors, and other personnel as assigned by Artistic Operations Manager. Create and distribute itineraries and welcome information to visiting personnel, including BLO Artistic Associate/Advisors.

Coordinate needs relating to children’s chorus, ballet, and other external organizations as needed

Coordinate complimentary tickets and final dress passes for Artistic & Production personnel

Serve as primary support for BLO Music Director – provide scheduling and other logistic support as needed.

Maintain working knowledge of AGMA and AFM CBAs

Maintain chorus rosters and support in making chorus offers, tracking responses and distributing materials.

Maintain orchestra rosters and support in tracking attendance of services.

Coordinate advance planning and serve as primary artist liaison for events.

Contribute to departmental forecasting and tracking as requested, with particular responsibility for travel/housing and hospitality budgets

Attend Artistic meetings as assigned to take notes and distribute action steps to appropriate personnel.

Maintain Arts Vision address book.

Maintain Auditions and Fees database(s) for the department

Support work time tracking for Artistic/Production personnel, especially as it relates to payroll

Support financial operations as needed

Prepare calendar exports as needed

Logistics and Planning

Source, prepare, and distribute musical scores, libretti and parts and coordinate Music Library work as needed.

Actively support Artistic & Production personnel during production periods and for BLO events, with a focus on principal artists and chorus

Attend rehearsals, tech, performances, and events as required

Support with on-site hospitality.

Lead event, orchestra, and rehearsal room setup as needed

Support design process and presentations as needed

Support surtitle process, ensuring compliance with company directives (timeline, budget, etc) and artistic quality in collaboration with the Creatives with focus on proofing and notes during Tech Processes

Support licensing process as needed

Contribute to the program book, digital credits, captions, and surtitle proofing

Recruit and serve as primary liaison for supernumeraries

Plan and execute all auditions as assigned by Artistic Operations Manager.

Recruit and oversee Artistic & Production department interns and coordinate volunteer needs

Other duties as assigned.

Experience in…