Coordinator of Artistic Administration | Chicago Symphony Orchestra
Listed on 2026-01-12
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Entertainment & Gaming
Music / Audio Production, Event Manager / Planner
Coordinator of Artistic Administration | Chicago Symphony Orchestra
TITLE:
Coordinator of Artistic Administration Reviewed:
Dec. 23, 2025
The Coordinator of Artistic Administration is responsible for logistical arrangements for a majority of CSO guest artists, including drafting contracts, assembling schedules, and requesting payments. This individual serves as a central coordinator between guest artists, their management, and internal departments to ensure seamless visits and successful performances. The position also provides hands‑on backstage support during rehearsals and concerts, addressing artists’ needs and contributing to overall artistic success.
Additionally, this individual supports organizational accuracy by proofreading marketing materials and maintaining detailed administrative systems.
Duties include:
- Book travel and accommodation as agreed in guest artist contracts and in coordination with guest artist managers.
- Obtain program/performance details, including but not limited to rehearsal orders, technical requirements, practice time, and stage set up. Disseminate all details internally as appropriate and in a timely manner, including representing CSO Artistic Department at Production Meetings.
- Coordinate official aspects of guest artists’ visits, including but not limited to educational activities and development activities.
- Track all aspects of guest artist activities using Arts Vision software. Utilize Arts Vision to create guest artist itineraries.
- Distribute guest artist itineraries to artist management teams and internal contacts in a timely manner.
- Process guest artist payments accurately and in a timely manner, liaising with guest artist management and CSO Finance Department.
- Maintain accurate records of guest artist expenses.
Merry, Merry Chicago concerts; and other rehearsals/concerts as assigned by Senior Manager of Artistic Administration.
Duties include:
- Collaborate with colleagues across CSO departments to secure dressing room assignments.
- Prepare and maintain dressing rooms while in use by guest artists.
- Ensure that guest artists are present when required at rehearsals, concerts, and other activities.
- Assist guest artists backstage.
- With Senior Manager of Artistic Administration, maintain supplies for production office/artist hospitality.
- In sum, provide any and all support required to ensure the artistic success of guest artists.
Merry, Merry Chicago; and CSO Chamber concerts. Liaise with Marketing and Public Relations colleagues to ensure that internal and external correspondence reflects accurate artistic program information.
Reports to Senior Manager of Artistic Administration.
Other contacts include members of the CSO Artistic, Marketing, Development, and Finance Departments, the Negaunee Music Institute (including working closely with the Artists Assistant), guest artists and guest artist managers, CSO musicians, and hotels, transportation services, and restaurants.
Knowledge, Skills, and Experience Required(If this job is in fact in your jurisdiction, then you may be using a Proxy or VPN to access this site, and to progress further, you should change your connectivity to another mobile device or PC).