POSITION DETAILS
Title: Artistic Operations Manager
Reports to: Executive Director, Artistic Advisor
Hours: Variable, approximately 20 hours/week
Remote Position: No
Compensation: Salary range $18,000-$25,000/yr, to be negotiated
Submission Deadline: Friday, August 15, 2025 at 5pm
ROLE
The Artistic Operations Manager is responsible for ensuring that the scheduling, planning, and production of all orchestra events (concerts, rehearsals, tours, run-outs, special events) run smoothly, effectively, and in a financially responsible manner. In consultation with the Artistic Advisor, the Executive Director, and the Personnel Manager, the Artistic Operations Manager ensures the highest quality production of all KWS artistic activities.
DUTIES AND RESPONSIBILITIES
CONCERT PRODUCTION
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Plans, manages and supervises all aspects of the technical requirements for KWS productions for local, regional, and national events. Assists or undertake set-ups, strikes and all technical activities as required, and where necessary tours with the orchestra.
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Establishes detailed budgets for productions and presentations on an annual basis. Closely monitors and reports against such budgets on a monthly basis with particular attention to ensuring hiring and technical costs are aligned to budget.
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Creates and manages production contracts, technical riders and guest-artist itineraries, in conjunction with the Artistic Administrator.
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Creates and manages production documentation and stage plots, in conjunction with the Stage Manager.
• Interfaces with all venue staff, including Stage Manager, Stage Supervisor, IATSE and non-union crews. -
Plans, manages and supervises requirements for instrument transportation associated with the KWS’ schedule, including local, regional, and national touring. Oversees and manage the maintenance and security of orchestral instruments and equipment.
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Oversees all electronic media projects and contracts including live streaming, radio broadcasts, television broadcasts, recordings, television commercials etc.
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In conjunction with the Executive Director and Artistic Advisor, manages bookings with the Centre In The Square and other venues required for rehearsals and concerts.
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Plans and administers the season schedule in conjunction with the Artistic Advisor and Personnel Manager. Coordinates activities between library (securing music purchases and rentals), orchestra personnel, and artistic staff.
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Works with the Executive Director to maintain relationships with musicians’ committees and unions and to negotiate collective agreements and process grievances. Communicates general information and new policies to the orchestra. Supervises orchestra setup for rehearsals and concerts and coordinates with conductors regarding special setup requirements.
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Arrives backstage early to check all preparations, inform orchestra personnel or stage technicians of any last-minute changes, and determine the actual starting time of concerts
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Confirms arrangements with recording teams for any taping of concerts
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Organizes and produces all orchestra tours and run-out concerts.
ADMINISTRATION
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Participates in the preparation of a master schedule for the orchestra in conjunction with the Executive Director and Artistic Advisor, to achieve artistic goals while maximizing services for financial benefit and upholding the requirements of the master agreement.
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Assists senior leadership in developing and monitoring budgets for all production and touring activities while maintaining artistic integrity and upholding the master agreement.
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Manages procurement and inventories of supplies (earplugs, sound shields, etc.), music licenses, equipment, and services for operational purposes while also booking space for special performances
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Serves as part of the senior management team in setting and implementing administrative and artistic policies established by the Board
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Works closely with senior staff in long-range planning for the Association; prepares budget projections as needed
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Acts as primary point of contact for all production contractors (video, audio teams, photographers etc). Clears licensing, contracts and media rights and agreements when necessary.
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Hires additional contract production and/or stage management staff as required
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Meets on a regular basis with artistic and production staff (minimum once per month)
SAFETY AND HEALTH
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Oversees and ensures compliance with workplace health & safety requirements.
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Ensures compliance with health and safety and accessibility regulations, proactively addressing potential risks.
