Artistic Administration Manager

2 days ago Be among the first 25 applicants
Get AI-powered advice on this job and more exclusive features.

The Artistic Administration Manager plays a key role in bringing Music@Menlo’s artistic vision to life. Working closely with the General Manager and Artistic Directors, this person helps plan and execute the festival’s performances, events, and educational programs. This position is ideal for someone who has a passion for classical music, enjoys working collaboratively with artists and students, and thrives in a fast-paced environment.

The role combines project management, communication, and artistic coordination to create an extraordinary experience for performers and audiences alike. Anticipated start date is mid-January.

• Partner with the Artistic Directors and General to plan programming, confirm artist participation, and ensure alignment between artistic goals and logistical realities.
• Manage the end-to-end contracting process to ensure accuracy, compliance, and timely execution of all artist agreements.
• Oversee artist travel, housing, and scheduling logistics in collaboration with the Business & Operations and Development teams, using discretion to resolve conflicts and balance competing priorities.
• Determine any O-1 visa needs; collect all necessary information and documents to generate visa applications.
• Lead the collection and editing of artist materials (biographies, photos, program details) and coordinate production timelines with the Marketing and Communications team.
• Oversee the preparation and distribution of scores, texts, and translations, making informed decisions on editions, licensing, and presentation formats.
• Serve as the liaison for artists, managers, and lecturers, ensuring clear communication and a professional, supportive experience.
• Support concert production and livestream execution, exercising independent judgment to address time-sensitive issues on-site.

• Support all aspects of CMI admissions, auditions, and participant communications.
• Maintain application records and respond to inquiries as needed.
• Prepare coaching schedules, repertoire materials, and faculty score binders.
• Oversee the coordination of housing, daily operations, and serve as a primary contact for students and faculty during the festival.

• Compile program notes and artist biographies throughout the season; proofread submissions.
• Manage the creation of Audio Notes; establish and monitor deadlines; assist in procuring and licensing audio samples.
• Create and collect any necessary artist approvals for audio and video recordings.
• Collaborate with Business and Operations Manager on the release of Music@Menlo LIVE; manage timelines, collect audio files, and track artist approvals.
• Oversee artist greenroom hospitality.

• Bachelor’s degree or higher (music, arts management, or related field preferred).
• Minimum 3 years of progressively responsible experience in artistic, concert, or festival operations, preferably in classical music.
• Deep knowledge of classical and chamber music repertoire, and concert production requirements.
• Ability to read music and follow scores.
• Excellent project management skills with the ability to manage multiple, overlapping priorities under pressure.
• High proficiency with Microsoft Office, relational databases, Arts Vision (or similar scheduling software), familiarity with Google Suite, and digital tools for planning and communications.
• Outstanding attention to detail and commitment to delivering exceptional experiences for artists and audiences alike.
• Clear and effective written and verbal communication skills.
• Proven ability to work independently while working within a larger team environment.
• Sound judgment, flexibility, diplomacy, and the ability to adapt to different personalities and work styles.

This is a full-time, non-exempt position. The Artistic Administration Manager is expected to work in-person and be present at all events and concerts. Evening, weekend, and extended hours are required during the summer festival season (mid-July through mid-August). Occasional evening and weekend work…