Coordinator, Theatrical Programming and Presentations at Ensemble Arts Philly

Title:                Coordinator, Theatrical Programming and Presentations

Department:    Programming and Presentations 

Reports to:      Vice President of Theatrical Programming and Presentations

Summary

The Coordinator of Theatrical Programming and Presentations will be responsible for general administrative and programming duties related to all Ensemble Arts Philly presentations, productions, and events including, primarily Broadway Philadelphia and Ensemble Arts Philly Presents, but also Ensemble Arts Philly produced events. This position will work closely with the Vice President and Director of Theatrical Programming and Presentations, as well as the Events Managers to complete assigned tasks pertaining to the daily operations of the department. The position provides support for the Orchestra Artistic team, including payment authorizations and other Finance department operations.

Essential Functions

• Oversees, reviews, marks up, and tracks all contracts for EAP and Broadway engagements; drafts artist agreements as needed.
• Supports the Programming Department in the administration of presentations, productions, and events, including avails, rider collection, ticket reporting, event coverage, and other assigned tasks.
• Coordinates with the Events Manager and collaborates with Philadelphia Orchestra and Ensemble Arts Philly staff and artists to fulfill all rider and engagement needs; provides performance coverage as required.
• Leads event management by advancing, coordinating, and covering assigned EAP performances; maintains seasonal show information sheets, ArtsVision data, and season histories for departmental access.
• Develops, reviews, edits, and manages all contracts for EAP and Broadway performances.
• Prepares all Payment Authorizations for the department, including artist, vendor, and settlement payments.
• Collaborates with the Philadelphia Orchestra Artistic Department to process weekly payments.
• Conducts financial settlements of assigned EAP shows with artists and co-presentation partners.
• Generates accurate internal settlements for all EAP and Broadway events.
• Acts as Programming liaison to both the Production and Finance Departments.
• Maintains and updates engagement history and artist tracking spreadsheets.
• Manages reporting responsibilities for Pollstar, Broadway League, ASCAP, and BMI.
• Provides administrative and strategic support to the Vice President of Programming and Presentations and the Director of Programming.
• Ensures alignment with the customer service standards and practices of the Philadelphia Orchestra and Ensemble Arts Philly.
• Performs other duties as assigned.

Education/Experience

• Bachelor’s degree in related area preferred 
• A minimum of two years of working experience in administrative assistant or coordinator capacity

Knowledge/Skills/Abilities

• Proficiency in MS Office, especially Word, PowerPoint, and Excel. 
• Experience with database utilization.
• Excellent communication skills.
• Extremely detail oriented team player with the ability to multitask
• Strong organizational skills
• Experience with the performing arts 

Working Conditions/Physical Demands

• Office environment
• Working nights/weekends for performances or events as needed is a requirement.

Application Requirements

Resume and cover letter are required when applying for this position.

Equal Opportunity Employer Statement

The Philadelphia Orchestra and Ensemble Arts, Inc. does not discriminate in employment on the basis of race, color, religion, gender (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, parental status, or military service.