Artist Services & Production Coordinator
Portland Ovations is a vibrant non-profit performing arts organization in Portland, Maine connecting artists and audiences through a diverse array of arts experiences onstage and off. With performances in classical, pop, jazz, and international music; traditional, classical, and contemporary dance; and theater ranging from solo tour-de-forces to Broadway National Tours, Ovations aims to make the performing arts an integral part of everyday life. Our dedicated team is at the heart of Portland’s Arts District. Ovations has a long history of collaborating with other arts organizations, schools, community service organizations, and local businesses and strongly believes that engagement in the arts is part of how we support the wellbeing of our communities.
The Artist Services & Production Coordinator plays an important role in ensuring the artists and performances/programs/projects Ovations presents are well cared for and skillfully managed. Working closely with programming and production staff, this support position coordinates all administrative, non-technical details of upcoming performances from contract administration to fulfillment of artists services to front-of-house liaising and, when necessary, provides light production support. Ideal candidates are detail-oriented with excellent follow through, have a passion for live performance, are clear communicators, can conduct themselves professionally across a variety of settings, and are excited to contribute positively to the workings of a small team.
Key Responsibilities
Artists services
- Reviews and administers artist performance contracts for signature by Executive & Artistic Director; executes payment as outlined in contract.
- Fulfills rider requirements in hospitality, accommodations, and transportation, including ordering catering, booking hotel rooms and making transportation arrangements.
- Stewards and maintains vendor relationships with caterers, hotels and transportation entities, including ongoing communications and payments for services.
- Provides support to the team with logistics, transportation, and onsite hosting of Ovations Offstage activities and special events, as needed.
Front of House
- Maintains venue contact for front-of-house, non-production details, ensuring that venue contacts and PortTIX box office have all necessary information to successfully execute and manage performance.
- Arranges for ASL services in collaboration with programming and production team.
Production
- Provides production support regarding event set-up and breakdown including public performances and productions and public and private special events.
- Collaborates with Production Manager to ensure event sheets are complete and distributed promptly.
- Provides runner duties as needed.
- Assists in tracking, reconciliation and submission of production invoices; reviews closed show budgets for completeness and accuracy.
Skills and Experience
- Prior event management experience and/or work with a nonprofit.
- Excellent writing and interpersonal skills that foster productive and collaborative relationships.
- Proficiency with Microsoft Office suite of applications.
- Ability to work independently, but also able to seek or offer assistance.
- Excellent time management and organizational skills.
Working Conditions and Physical Demands
Most work is performed in an office environment not subject to extremes of noise, temperature, odor, etc. Operates computers, printers, and other office equipment. Work involves extended sitting or standing for computer use, and small muscle tasks. Other work includes periods of extensive standing, walking, and moving around offsite venues, both inside and outside. Lifting and carrying of equipment, materials, and supplies may be required, with varying weights. Flexibility to work irregular hours, including evenings and weekends, is required for performances and events. Travel is necessary to attend off-site events. Must have a valid Maine driver’s license and reliable transportation with the ability to transport others.
Compensation and Benefits
The expected pay for this position is $45,000-$55,000 per annum. The pay offered to a selected candidate will be determined based on factors such as, but not limited to, the scope of the position, the qualifications of the selected candidate, budget availability, internal equity, and external market pay for comparable jobs. Benefits include paid time off, thirteen paid holidays, medical and dental insurance, simple IRA with employer match, and a flexible work schedule. Parking in a nearby garage is provided by Ovations.
Our Values
Portland Ovations is committed to being anti-racist and values equity and social justice for all. We celebrate, support, and learn from our differences and believe an inclusive and diverse workplace creates a thriving organization benefiting our employees, our programs, and our communities. Ovations is proud to be an Equal Opportunity Employer and welcomes applications from candidates demonstrating diversity of race, gender, sexual orientation, religion, ethnicity, and national origin. Portland Ovations is an Equal Opportunity Employer.
How to Apply
Please send an email with a cover letter and resume to info@portlandovations.org with a subject line of Artist Services & Production Coordinator. Review of resumes will commence on July 15, 2024 but will continue until the position is filled.
Position: | Artist Services & Production Coordinator |
Reports to: | Production Manager |
Salary: | $45-55,000 per annum |
Status: | Exempt |
Hours: | Full-time, 40 hrs. per week |
Hours of Operation: | Variable; includes nights and weekends during performance season. |
Location: | Portland, Maine Onsite, with option to work a hybrid schedule |
