Artist Services Coordinator

Description

The Artist Services Coordinator provides advanced operational, hospitality, and administrative support for artists, events, and internal programming. Working closely with the Talent Booking Manager, this role executes artist services and hospitality needs while supporting accurate administrative workflows and high-quality event delivery. The position also collaborates with the Events & Experience Manager and Creative Production Manager to ensure smooth event operations, logistics, and onsite execution.

• Advance hospitality riders and coordinate green room setup and catering.
• Coordinate artist arrivals, check-in, transportation, lodging, parking, and credentials.
• Serve as a primary liaison for artists and touring personnel.
• Ensure hospitality standards are maintained throughout events and performances.
• Troubleshoot artist hospitality and logistical needs in real time.

• Build and distribute artist itineraries, day sheets, and event schedules.
• Coordinate schedules and artist needs with Production, Marketing, Security, and event staff.
• Coordinate dressing room assignments, meet & greets, VIP requests, and artist accommodations.
• Assist with artist settlements, merchandise coordination, and performance transitions.

• Work closely with the Talent Booking Manager to coordinate artist services following talent booking.
• Execute internal talent agreements for Guthrie Green and Low Down.
• Manage contracts and related documentation using Ironclad.
• Enter and maintain event details, holds, calendars, and schedules within Triple Seat and related systems.
• Submit artist and vendor invoices for payment processing.
• Track hospitality expenses, artist settlements, buyouts, and other administrative items.
• Maintain accurate digital records, artist files, and administrative workflows.

• Serve as onsite event support for internal and presented events as assigned.
• Serve as Event Lead as assigned, overseeing event planning, execution, and event-day logistics.
• Support event operations by coordinating tasks and facilitating communication with Event Specialist, volunteers, and temporary personnel to ensure smooth execution.
• Coordinate with internal teams to support operational readiness and successful event execution.

• Collaborate closely with Talent Booking, Marketing, Creative Production, and Events teams to support artist services and operational readiness.
• Communicate updates and operational needs across departments.
• Coordinate with Marketing and Creative Production to support onsite content capture, talent access, and key event moments.
• Collaborate with community partners, sponsors, hotels, caterers, and service providers to support artist hospitality.

• Prior experience in events or equivalent hospitality, venue, live events, or artist services experience required.
• Experience supporting live entertainment, concerts, festivals, or artist hospitality operations required.
• Experience with Triple Seat, Ironclad, or similar event management and contract platforms preferred.
• Proficiency with Microsoft 365 tools including Outlook, Teams, SharePoint/One Drive, and Excel.

• Strong written and verbal communication skills with the ability to interact professionally with artists, agents, managers, vendors, community partners, and internal teams.
• Excellent hospitality and customer service skills with a proactive, solutions-oriented mindset.
• Ability to build positive working relationships with artists, touring personnel, and talent representatives while delivering a high-quality guest experience.
• Professional appearance, demeanor, and judgment appropriate for artist-facing and public event environments.
• Strong organizational, interpersonal, and multitasking skills with attention to detail and follow-through.
• Ability to manage multiple events, timelines, artist needs, and administrative priorities simultaneously in a fast-paced environment.
• Ability to maintain professionalism, discretion, and composure in high-pressure or rapidly changing situations.
• Strong problem-solving and…