Personnel and Operations Assistant

The Personnel and Operations Assistant handles administrative matters to ensure the smooth and efficient functioning of the Artistic Operations Department at the Louisville Orchestra. The Personnel and Operations Assistant works closely with the Artistic Operations Department team that includes the Director of Artistic Operations, Director of Orchestra Personnel, Operations Manager, Music Librarian, Artistic Coordinator & Assistant to the Music Director, and Stage Manager, as well as with Louisville Orchestra musicians and other staff members.

Office Administrative Duties

  • Distribute information to Orchestra, staff, and extra players as assigned.
  • Maintain personnel and departmental office files.
  • Prepare and distribute contracts and employment forms for new musicians and extra/substitute players.
  • Keep accurate records regarding Orchestra attendance.
  • Assist in the managing of all Orchestra leave requests.
  • Process invoices and check requests for the Artistic Operations department.
  • Print and post weekly notices at Orchestra services.
  • Maintain and archive completed show-sheets for concert programs.
  • Oversee inventories of equipment and supplies.
  • Assist with organization and execution of travel, lodging, and logistics for guest musicians and artists.
  • Coordinate space usage and needs for auditions, meetings, and events as assigned.
  • Rehearsal and concert backstage setup needs where requested.
  • Attend weekly departmental meetings; take notes and provide follow-up as assigned.
  • Digitize operations, personnel, and touring files.
  • Assist other members of the Artistic Operations department when necessary.
  • Other administrative duties as assigned by the Director of Orchestra Personnel or Operations Manager.

Personnel Functions:

  • Perform Personnel duties during concerts and rehearsals as assigned.
  • Maintain compliance with the Collective Bargaining Agreement and enforce work rules.
  • Supervise part-time help including interns and audition volunteers.


  • Coordinate aspects of auditions for the Louisville Orchestra: creation of audition advertisement and applicant materials; answer related correspondence; create audition mailings; music preparation with the library; process resumes, deposits, and application forms; maintain candidate database; scheduling of candidates; and assist in the running of auditions.


  • Bachelor’s Degree in arts administration, music, or other relevant field. Musical performance background preferred.
  • Valid Kentucky Driver’s License and good driving record.
  • Availability to work nights and weekends and overtime as required.
  • High level of reliability, flexibility, and maturity.
  • Personal integrity and professionalism.
  • Ability to establish credibility with a wide variety of individuals at all levels.
  • Interpersonal communication skills, with the ability to work with diverse personalities.
  • Initiative, patience, and ability to work in a constantly changing environment.
  • Ability to work independently and use independent judgment while keeping supervisors informed of work activity and issues.
  • Ability to deal discreetly with sensitive and confidential information.
  • Ability to deal effectively with a large amount of detail.
  • Proficiency in computer systems and MS Office applications.
  • Regular and reliable attendance.

Interested applicants please send a cover letter and resume to Matthew L. Feldman at no later than August 17, 2022.