Artistic Assistant

VocalEssence is seeking a qualified candidate for the position of Artistic Assistant. This individual supports and works closely with the VocalEssence Artistic Director and Associate Conductor.

About the Position

The Artistic Assistant is responsible for:

  • Serving as Executive Assistant to the Artistic Director, Associate Conductor and Executive Director (60%)
  • Serving as Choir & Production Manager—overseeing choir, rehearsal management, and venue logistics (30%)
  • Serving as Music Librarian—maintaining the VocalEssence Music Library (10%)

Reporting Relationships

The Artistic Assistant:

  • Supports and works closely with the Artistic Director and Associate Conductor
  • Works with choir section leaders, venues, and guest artists
  • Works with the Associate Conductor on venue coordination and contracting


As Executive Assistant

  • Provide daily administrative support for the Artistic Director and Associate Conductor and coordinate independent projects (workshop engagements, festivals, clinics)
  • Assist with travel arrangements (air, hotel, ground transportation) for trips, conferences, and festivals
  • Communicate with external organizations to confirm speaking schedules, coordinate materials, and expense reimbursements
  • Work with Plymouth Church Staff as it relates to the music program and as scheduling liaison for VocalEssence meetings and activities

 As Choir & Production Manager

  • Coordinate administration of the Chorus & Ensemble Singers in consultation with Artistic staff
    • Specific duties include oversight of:
      • Scheduling, roster database and choir handbook
      • Chorus Connection calendar program
      • Correspondence with VocalEssence Chorus & Ensemble Singers
      • Volunteer section leader led attendance tracking
      • Wardrobe management
      • Ensemble Singers attendance and payroll administration
      • Audition administrative support
      • Other management related operational items
  • Serve as onsite production manager for all rehearsals and performances
  • Assist Executive Director in planning all tours and run-out performances
  • Arrange guest artist logistics, including travel, itineraries, visas, work permits, and lodging

As Music Librarian

  • Order new music, process and return rental scores, in consultation with Artistic staff
  • Organize and maintain music library through database management
  • Recruit and oversee volunteers to assist with the copying, distribution and filing of music used by the VocalEssence Chorus & Ensemble Singers

Qualifications and Skills

  • College degree and/or comparable combination of education and arts administration experience (Minimum of 3 years) – production/operations experience preferred
  • Experience working with and supporting mature entrepreneurial leaders, including ongoing technical support
  • Experience working in an administrative role with a musical ensemble preferred
  • Strong computer skills including Microsoft Office, Customer Relations Management Database, and web-based applications
  • Excellent verbal and written communications skills in English
  • Demonstrated ability to work independently, as well as with a team of staff members
  • Self-assurance, persistence, patience, sense of humor and excellent interpersonal skills
  • Proven ability to maintain confidential information
  • Appreciation of music and the artistic process
  • Evening and occasional weekend work hours


Full-time, based on experience, with competitive insurance and retirement package

Deadline for Application:

Friday, March 4, 2016 (The application process is now closed.) 

VocalEssence is an Equal Opportunity Employer
We encourage candidates with a diversity of life experiences to apply.