Job Description

Artist Services Assistant

10 months appointment, September—June

Stanford Lively Arts curates experiences that engage artists’ and audiences’ imagination, creativity, and sense of adventure. Working in that spirit, the Artist Services Assistant supports the efforts to prepare for each performance in the areas of technical production and artist services and assists the staff in those areas in organizing and tracking equipment, hospitality, travel and staffing. The Assistant works in the Programming Department, a 5-person team, and reports to the Artistic & Executive Director with dotted line reporting to the Artist Services Manager, the Campus Programs Manager and Community Engagement Manager.

POSITION DETAILS

With direction from the Artist Services Manager, coordinate and advance production details as required for all main stage performances, residency activities, and community performances including negotiating and arranging most hotel, air, ground transportation, parking, catering and any other issues relating to the support and comfort of artists’ residency at Stanford University. Provide administrative support in updating performance database and residency schedules, maintaining office files, arranging courier services; copying contracts, and preparing and disseminating residency schedules under direction of Artist Services Manager. Track budget and expenses;
Plan timeline for residency of performing artists including shopping and local travel that needs to be executed by Artist Services. Run errands on way into campus using own vehicle, or use Lively Arts golf cart or van to run errands on campus for artist or production needs, and to assist with providing transportation of artists when required. Will also greet and welcome artists and provide introduction to Lively Arts and our venues;
Assist in developing and disseminating promotional materials for shows or by videotaping or assisting at promotional events for community and campus activities;
Provide some administrative support as directed by the Artistic & Executive Director;
Position will cross train with Lively Arts’ House Management Assistant and may be called upon to work front of house in House Management Assistant’s absence or to work backstage assisting with artist hospitality;
Other duties and projects as assigned.

POSITION REQUIREMENTS

The successful individual will possess a minimum of three years experience in artist management, event production, or catering and travel arrangements. A college degree is required and a background in the arts is essential.
Strong events planning, project management, administrative and organizational abilities required.
Demonstrable ability to consistently meet deadlines with high accuracy, attention to detail, and follow-through on all assigned tasks. Must adroitly handle many tasks simultaneously in a competent, organized and unflappable manner.
Ability to work with artists, agents and managers in sensitive situations and maintain confidentiality at all times.
Excellent verbal skills necessary, as well as ability to communicate with extreme diplomacy, professionalism, and graciousness.
Flexibility and willingness to work overtime as required; must have availability for variable weekday, evening and weekend work shifts. During the season, the Assistant may need to be on call when artists are traveling or in residency so that the Artist Services Manager may reach him/her with questions about travel and/or hospitality. The Artist Services position may be required to work in excess of an 8-hour day on performance days.
Must have access to reliable transportation, valid driver’s license, and good driving record. Must also be able to lift and carry 50 lbs for short distances.
Proficiency in Word and Excel and FileMaker Pro or similar database is required. Experience with FinalCut, Photoshop, simple video camera or still photography work is a plus.
Understanding of accounting, budgeting and financial issues and ability to track and monitor expenses related to the performance.
Demonstrable resilience and ability to handle long hours and fast pace with a positive attitude.

ABOUT STANFORD LIVELY ARTS

Founded in 1969 at Stanford University, we produce and present music, theater, dance, spoken word, and multi-media events. We place a special focus on innovation and risk-taking, and through commissions and premieres are an incubator and destination for new work. Stanford Lively Arts plays a leading and collaborative role in the university’s thriving vision of a sustained culture of creativity—one in which the arts integrate with the academic disciplines, flourish as a vital part of campus and community life, and inspire new perspectives on our lives and culture.

To apply for this position, please submit a cover letter and resume online.