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Staff Vacancies

Kansas City Symphony

Positions Open


Job Description


Department: Artistic Operations
Reports to: Director of Artistic Operations
FLSA status: (exempt or nonexempt) Exempt

Responsible for overseeing the Kansas City Symphony’s relations with guest artists, from generating contracts, to negotiating riders, enforcing adherence to city and state tax obligations, scheduling itineraries, organizing travel, administering visa applications for international artists and being the key point of communication between artists, artists managers and the organization. Oversees key artistic leadership’s calendars. Provides limited administrative support to the General Manager, Director of Artistic Operations, Orchestra Personnel Manager (as related to Guest Conductor needs), Music Librarian, and other Artistic Operations Department staff. The Manager of Artist Relations is a key figure for the organization’s outward relationships with internationally recognized guest artists and artist agencies.


  • Prepares artist contracts; uses discretion and judgment in recommending appropriate changes and strikeouts to General Manager and Director of Artistic Operations; creates and enforces timelines to circulate contracts, circulating relevant information and requirements throughout the organization; tracks status of contracts directly with agencies; creates payment schedule of artist fees, tax requirements and artist expenses and reports fluctuations or discrepancies to the budget. 
  • After overseeing guest artist contracting process, ensures compliance with said contracts as they pertain to performer arrangements including coordinating transportation, lodging, dressing room assignments and amenities and other needs as required. Organizes and supervises artist ground transportation required by guest artists, conductors and/or Music Director. 
  • Creates and maintains Operations Budget Ledger: tracks and codes cash and in-kind expenses for guest artists/conductors, as well as Operations expenses (excluding Personnel Manager and Music Library expenses) and communicates same to Director of Artistic Operations.
  • Communicates with artists or artists’ managements regarding requested artist attendance at PR activities, development events, and educational activities.
  • Procures appropriate artist biographies, pictures, and press packets in an efficient manner for Marketing Department. Schedules and accompanies guest artists and/or Music Director and Assistance Director, when needed, to Marketing and PR activities.
  • Assembles and distributes important information from guest conductors in regard to rehearsal schedules, instrumentation preferences, set-up preferences, music editions, and other requests made by the department.
  • Creates itineraries for guest artists and conductors communicates important information and details to senior staff and department prior to arrival date. Updates the itineraries prior to artist arrival and prepares guest packets for visiting artists.
  • Accepts and processes requests from guest artists and conductors for personal use recordings, copies recordings and sends recordings to artists when applicable. Picks up concert recordings upon completion by archival recording company.
  • Prepares, submits and tracks guest artist visa applications as needed to the United States Bureau of Citizenship and Immigration Services.
  • Coordinates guest artist merchandise sales and guest artist signing with artist management and Kansas City Symphony Alliance.
  • Serves as the primary liaison for the organization with guest artists, conductors and management agencies.
  • Performs other duties that may be assigned by the General Manager or requested by guest artists, Director of Artistic Operations, Resident Conductor, Assistant/Associate Conductor or Music Librarians.
  • Provides support for Music Director and Assistant/Associate Conductor at rehearsals and performances, as well as manages a Kansas City Symphony calendar for both, including: all rehearsals, performances, deadlines for Marketing materials, PR requests and activities, as well as development and auxiliary events.
  • Serves as the primary back-of-house liaison for Bonterra at the Kauffman Center for Performing Arts. Create and provide details for all backstage catering orders.
  • In consultation with Director of Artistic Operations and Education Manager, oversees the hiring, management and educational plans of Kansas City Symphony Operations Department interns.
  • Conduit of guest artist needs and schedules to the Theater Operations Staff at Kauffman Center for the Performing Arts, as well as any ancillary activities including guest artists, Music Director or Assistant/Associate Conductor.
  • Administrative support to other Artistic Operations Department staff as assigned.
  • Other duties and responsibilities as may be assigned.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Diplomacy and pleasant manner essential. Exceptional organizational abilities and acute attention to details and deadlines. Ability to work efficiently and effectively under pressure managing multiple priorities. Appreciation for and sensitivity to the needs of the orchestra musicians and guest performers. Public manner which enhances the perception of the KCS as a well-run and professional organization. Team player with a high degree of personal initiative and drive. Self-starter. Basic computer skills including Word for Windows, Excel, and OPAS.

Bachelor’s Degree (BA) in music or related field or two years’ experience and/or training; or equivalent combination of education and experience. Musical background preferred.

Ability to read, analyze, and interpret artist contract language, and other industry documents. Ability to write letters, instructions, reports, and various documents with clarity and which conform to prescribed style and format. Ability to effectively present information and respond to questions from managers, vendors, customers, and the general public. Strong English language skills required.

Ability to add, subtract, multiply, and divide in standard units of measure, using whole numbers, common fractions, and decimals. Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages.

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in verbal, mathematical, or diagram form and deal with several abstract and concrete variables.

The ideal candidate will bring maturity, flexibility, and strong organizational skills to the position. He/She will enjoy working as part of a team and have outstanding multi-task and organizational skills. The candidate will be able to problem-solve quickly and effectively and, with experience, will be able to anticipate requirements. He/She will be poised, will welcome feedback, and will demonstrate a service-oriented approach to the job.

Current, valid driver’s license and clean, well-maintained and reliable automobile.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Ability to move among stage equipment, delicate instruments, and performers without jeopardizing safety of same or self.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand and walk. The employee must occasionally lift and/or move up to 75 pounds. Specific vision abilities required by this job include ability to monitor focus.

Due to rehearsals, concerts and KCS related events, this position demands flexibility with hours and ability to work nights and weekends. Position requires a drivers’ license and personal automobile for use. Mileage will be reimbursed by the KCS. Some overnight traveling is required.

Interested applicants are encouraged to learn more about Kansas City Symphony at www.kcsymphony.org and from other resources.
To apply, please submit your cover letter and resume to Barbara Tate, Director of Business Operations at BTate@kcsymphony.org.