Operations Manager

BACKGROUND TO THE LO

The Louisville Orchestra, a dynamic and innovative organization, has long had a strong reputation for creativity and excellence. With an annual operating budget of $13M, 61 full‑time musicians, 30 full‑time staff, a Board of 40 Louisville leaders, and a 34‑week performance season it is changing the very idea of what a 21st‑century orchestra can do:

The Operations Manager reports to the Director of Artistic Operations and provides integral support to the Operations Department through the facilitation of desired outcomes in concert production, guest artist advancement, management, and contracts, hospitality and logistics, fostering positive relationships with guest artists and their agents and management, management of the Louisville Orchestra’s recordings, as well as supporting the flow of day‑to‑day operational tasks for the department and the Director.

A key part of this role will be managing the internal communication of artist, program and production‑related details from the Operations Department to all departments of the organization and our relevant partners. This is a forward‑facing role for the organization, responsible for the management of relationships with numerous external partners throughout the city and with a focus on producing high‑level results, both onstage and through thoughtful and organized administration.

The successful Operations Manager will maximize discretion while managing multiple projects simultaneously. The ideal candidate anticipates and remains one step ahead, laying the early groundwork needed for each project and performance and works to implement creative solutions and opportunities. Calm under pressure, articulate, and driven towards results, the candidate takes ownership of assigned projects while maintaining a positive rapport with various guests of the orchestra, our staff, musicians, conductors, and our partners.

Candidate has a history of achieving high‑level results individually while also collaborating within a larger team to further department and organization‑wide initiatives. This position will manage a variety of projects independently and professionally, with prior experience on the Artistic/Operations/Production side of an arts organization and experience working with unions a plus.

• Concert production, performance and administrative logistics
• Full guest artist and conductor advancement (through artist management, inclusive of booking travel, accommodations, local transportation, artist itineraries, overseeing the advancement of marketing and PR asks, Development event requests, backstage hospitality, etc.)
• Fulfilment of all required contractual and on‑stage rider needs for each performance
• Assistance in generating and tracking select contracts for artists, conductors, and various partners throughout the season, in consultation with the Director of Artistic Operations
• Main LO concert production contact for internal and external partners for all performances, and main guest artist and guest conductor point of contact throughout each season
• The successful management of relationships with local partners to achieve high‑level performance results
• Invoicing and Finance, including the review and approval of invoices and financial performance statements
• Research and documentation

• Coordinates, executes, and communicates all guest artist hotel, air, and ground transportation needs. Main contact in the advancement of all guest artist and conductor needs
• Creates a welcoming atmosphere for our guests by determining individual needs and interests. Develops an understanding of local institutions to provide meaningful recommendations in Louisville to our visiting artists
• Communicates rehearsal and performance schedules to all guest artists and conductors, including conductor meetings, on‑stage soloist time outside of orchestra rehearsals, the gathering of rehearsal orders, etc.
• Prepares and communicates full itineraries for all guest artists and conductors
• Prepares backstage hospitality as required by contract riders
• As…