Artistic Coordinator & Assistant to the Music Director

REPORTS TO:                Director of Artistic Operations

SUMMARY:                   The Artistic Coordinator & Assistant to the Music Director is responsible for the logistical coordination, artistic and administrative needs of the Operations Department and Music Director of the Louisville Orchestra.


The primary function of the Artistic Coordinator & Assistant to the Music Director is to provide administrative support to the Artistic Operations Department and Music Director of the Louisville Orchestra.

This is a unique opportunity to work alongside one of today’s most dynamic, forward-looking music directors, within an environment of innovation and creativity. As a member of the Artistic Operations Department, this position is responsible for supporting the development and execution of artistic projects at The Louisville Orchestra.

This position is full-time and will include rehearsal and performance duties. Candidate must be able to travel between The Louisville Orchestra administrative office, Whitney Hall, and other performance venues.


  • Serves as a primary point of contact for select guest conductors and artists scheduled to perform with The Louisville Orchestra. Coordinates guest arrangements including hotel accommodations, travel, ground transportation, hospitality, and any additional arrangements including donor events and CD signings.
  • Manages guest rehearsal/performance schedules. Creates and distributes itineraries and welcome packets (including maps, restaurant recommendations, local highlights) for distribution to guest artists and conductors.
  • Prepares, monitors, tracks, and processes engagement contracts.
  • Maintains up-to-date expense spreadsheets for accurate assessment of departmental expenditures. Assists in the collection and reconciliation of departmental receipts and invoices.
  • Manages artist ground transportation to/from airport, hotel, and venues as needed.
  • Manages pre-concert dressing room preparations, backstage guests, and complimentary ticket requests.
  • Regularly serves on artistic concert and rehearsal duty. Attends assigned rehearsals and concerts where guest conductors and artists are present.
  • Assists with the administration of orchestra auditions as assigned.
  • Reviews marketing and program materials for accuracy.
  • Assist in management of artistic files, contracts, riders and artistic records.
  • Assures that a positive image of the orchestra portrayed at all times.
  • Other duties as assigned by the Director of Artistic Operations.


  • Coordinates and disseminates information to appropriate staff about the Music Director’s activities in Louisville and with the Louisville Orchestra. Liaises between LO and other parties relating to the Music Director’s projects, including communication with artists and external partners.
  • Maintains Music Director’s schedule and coordinates all related details.
  • Coordinates with Public Relations, Marketing, Education and Development departments on media, PR, and personal appearance activities for Music Director. Responds to requests for Music Director’s time and appearances.
  • Sorts, reads, and prepares responses to mail and e-mail messages for Music Director. Maintains file of all correspondence. Responds to phone calls and messages.
  • Coordinates travel, hotel, and ground transportation arrangements for the Music Director. Obtains reimbursements as needed from other orchestras and festivals.
  • Manages select aspects of the Music Director’s personal business as requested, including managing events in MD’s home.
  • Maintains detailed and up-to-date files on Music Director’s LO and personal business.


  • Familiarity with classical music, music education, and the entertainment industry required.
  • Comparable artistic/project management experience desirable.
  • Valid Kentucky Drivers License and good driving record.
  • Availability to work nights and weekends and overtime as required for concert and rehearsal coverage.
  • High level of reliability, flexibility, and maturity.
  • Ability to establish credibility with a variety of individuals at all levels.
  • Interpersonal communication skills, with the ability to work with diverse personalities.
  • Ability to organize effectively and work independently.
  • Ability to deal discreetly with artists, staff, and sensitive information is essential.
  • Ability to deal effectively with a large amount of detail.
  • Proficiency in MS Office applications.
  • Regular and reliable attendance.

Compensation and Benefits

The Louisville Orchestra offers a comprehensive salary and benefits package commensurate with experience and in line with similar positions of this scope with similar-sized orchestras in the country and Louisville cultural institutions. Benefits include medical insurance, life insurance, vacation and sick time, parking stipend, 403b plan, and a diverse offering of voluntary benefits.


About the Louisville Orchestra

The Louisville Orchestra has long had a strong reputation for innovation, creativity, and excellence with a season that includes classical, popular, and educational main stage concerts, a diverse array of programming throughout the community, and performances with the Kentucky Opera and Louisville Ballet.

The Orchestra was the first to record under its own label and became internationally recognized in the 1950s for producing 150 LPs consisting of more than 450 new works. Under the leadership of Music Director Teddy Abrams, the Louisville Orchestra has revived its commitment to championing the creation of new works.

Located in culturally rich Louisville, the organization is at the forefront of redefining what a 21st-century orchestra can be and is well on its way to achieving its goal of becoming known as “the most interesting orchestra on the planet.”

To Apply

Send a cover letter, resume, salary requirements, and three professional references to Candidates selected for further consideration will be contacted with further instructions. References will not be contacted until the final round of interviews. No phone calls, please.