ARTISTIC OPERATIONS COORDINATOR

Position Title: Artistic Operations Coordinator

Reports To: Artistic Director

FLSA Status: Non-Exempt

Job Status: Full-time

Job Location: Onsite

The Mission of MIM: The Musical Instrument Museum (MIM) enriches our world by collecting, preserving, and making accessible an astonishing variety of musical instruments and performance videos from every country in the world. MIM offers guests a welcoming and fun experience, incomparable interactive technology, dynamic programming, and exceptional musical performances. MIM fosters appreciation of the world's diverse cultures by showing how we innovate, adapt, and learn from each other to create music-the language of the soul.

Core Values: Our four core values represent the standards by which each team member is expected to contribute towards the excellence of the MIM experience. MIM's culture of high energy, innovation, questioning, and problem solving ensures we will overcome challenges and establish new paradigms for museums everywhere.

1. Guest-Friendly: MIM provides a welcoming, engaging, and accessible experience for each guest.
2. High-Performing: MIM team consistently exceeds expectations.
3. Ever-Changing: MIM is in constant evolution as it strives to improve continually.
4. Sustainable: MIM is committed to ensuring the sustainability of the organization for generations to come.

Position Summary: The Artistic Operations Coordinator supports artist engagement and day-to-day operations of the MIM Music Theater, serving as a key point of contact for visiting artists and their representatives. This role coordinates artist hospitality, travel, and accommodations, and regularly performs day-of-show Artist Coordinator duties to ensure seamless execution of performances. The position also provides administrative and operational support to the Artistic Director and collaborates with Production, Front of House, and other departments to deliver a professional and welcoming artist experience.

Responsibilities/Essential Duties:

• Serve as the primary day-of-show liaison for assigned artists, tour managers, and agents, providing a welcoming and professional artist experience.
• Greet and host artists during their engagement, ensuring schedules are followed and needs are addressed.
• Coordinate and book artist travel and accommodations, including hotels, airport transfers, and ground transportation, in accordance with contract terms.
• Prepare and distribute artist itineraries in coordination with the Production Manager and Artistic Director, communicating updates as needed.
• Track and fulfill artist hospitality and rider requirements, including dressing room needs, dietary requests, comp tickets, and special arrangements.
• Adjust itineraries in real time when necessary and communicate changes promptly.
• Perform Artist Coordinator duties for approximately five performances per week, ensuring seamless day-of-show execution.
• Ensure the Artist Coordinator function is staffed for each performance when not personally filling the role.
• Maintain a high-touch, hospitality-forward approach that enhances MIM's reputation within the touring community.
• Manage the artist hospitality credit card, including receipt collection and expense coding.
• Maintain inventory of artist hospitality supplies and dressing room amenities.
• Ensure cost control and budget alignment while maintaining service standards
• Coordinate and schedule Theater Concierges and drivers to ensure timely and reliable transportation for all visiting artists.
• Assist the Artistic Director and production team with operational and administrative tasks related to artist engagements.
• Support contract administration, offer preparation, and artist engagement documentation, as assigned.
• Coordinate with Production, Front of House, and other departments to support performance logistics and artist needs.
• Assist with general administrative support including scheduling, correspondence, and departmental organization.
• General Expectations: Maintain regular attendance and punctuality. Follow all policies and procedures. Cultivate inclusive and respectful working relationships that support a sense of belonging for all team members, volunteer team members, and guests. Perform other duties of a similar nature and level as assigned.

Qualifications: Bachelor's degree and 1 year of related work experience or an equivalent combination of education and experience sufficient to successfully perform the essential duties such as those listed in the job description. Must possess a valid Arizona Driver's license at the time of hire.

• Experience working in a concert or performing arts venue preferred including direct experience working with artists
• Highly organized and extremely detail-oriented, with the ability to multi-task and track information from numerous sources
• Excellent interpersonal skills, with the ability to communicate in writing, over the phone, and in-person in a way that is brand-appropriate for MIM
• Must be able to interact effectively, professionally, and cheerfully with visiting artists, artist management, vendors, and inter-departmental contacts
• Self-starter with the ability to work both independently and collaboratively
• Comfort level and skill with learning new technology/software
• Experience with theater technical and production tasks is a plus

Other:

• Salary is commensurate with education and experience.
• Work schedule varies and regularly includes evenings, weekends, and holidays.
• The hours will vary each week/month based on theater performances and museum events and will require mostly nights and weekends - schedule will vary based upon museum events calendars.

Physical Demands:

The physical demands described here are representative of those that must be met by a team member to perform the essential functions of this position. Reasonable accommodations may be made to enable qualified individuals with a disability to perform the essential functions of this position.

• This is generally a sedentary position that requires the incumbent to sit and work at a computer for extended periods of time.
• This position occasionally requires the incumbent to walk and stand throughout the theater and museum.

Work Environment:

The work environment characteristics described here are representative of those that the team member encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable qualified individuals with a disability to perform the essential functions of this position.

• The work environment is generally indoors in the music theater and general office environment.
• The work environment in the theater exposes the incumbent to loud noises and vibrations during rehearsals and performances.