Summary
The Concert Coordinator handles the comprehensive management of Mosaic Harmony’s concert bookings, performances, and various administrative tasks related to concert performances. This role requires a driven, proactive, creative, and highly organized individual who can effectively develop and nurture a pipeline of performances each concert season, while managing multiple tasks efficiently and maintaining excellent communication with clients and partners.
Duties and Responsibilities
Essential duties and responsibilities include the following. Other duties may be assigned.
Concert Booking and Coordination:
- Full-cycle ownership of Mosaic Harmony performances, to include venue search, coordinate site visits with director as needed to ensure space is adequate for performance/musicians, secure performance bookings, and handle production logistical planning
- Coordinate with Webmaster to ensure Mosaic Harmony Performance Calendar on website for members space and public space is up to date
- Coordinate with the Director and Assistant Director on requirements for special/high profile concert performances.
- Coordinate logistical planning for performances, ensuring accuracy in details and is handled with precision. This includes, but is not limited to:
- Onsite rehearsals dates/times (if necessary)
- Signage/promotion placement at concert venue
- Ensure adequate technical production requirements are coordinated including staging (risers, chairs), audio (microphones, speakers), lighting, musician spaces and parking requirements for staff and handicapped performers.
- Advance promotion of performance through social media channels (LinkedIn, Facebook, Instagram) and others as needed
- Green room spaces (if provided by venue)
- Design and ensure distribution of promotional materials to include concert flyers and programs.
- Promote choir performances through social media and other channels, distribute flyers and programs to our network of contacts.
- Coordinate with the Board and other committee volunteers to distribute information and announcements via online platforms and the website.
Client and Partner Relations:
- Identify potential leads for performances, follow up on inquiries, and prepare and execute performance agreements.
- Maintain and regularly update as needed client database and use it for potential new and repeat performance opportunities.
- Establishes and supports relationships with current partner organizations for promotional exchanges and collaborative opportunities.
- Ensure compliance with grant requirements.
Administrative Support:
- Lead logistics planning for concerts and organize the concert committee’s advertising campaigns.
- Provide updates and performance information to choir members and the Board.
- Train and lead concert volunteers.
Financial Management:
- In coordination with the Board, negotiate concert fees, prepare and execute performance agreements.
- Process and send invoices to clients and confirm payment receipt with the Board Treasurer.
Board Support:
- Attend monthly Board meetings and offer administrative support to Board members as needed in person or virtually.
- Coordinate and schedule rehearsal facility for usage with partners and attend relevant meetings.
- Prepare monthly reports on concert coordination activities to present at board meetings and maintain accurate records.
Education / Experience / CORE Competencies
- Minimum of 3 years of proven experience in event /logistical coordination or related field. A High School diploma is needed.
- Highly organized and capable of managing multiple projects with the ability to work independently and as part of a team.
- Proficient (mid to advanced level) in using MS Office Suite (Word, PowerPoint, Excel, Outlook)
- Excellent written and oral communication skills, strong interpersonal skills
- Ability to develop and provide consistent and positive working relationships within and outside the organization.
- Proficient in using social media platforms (LinkedIn, Facebook, Instagram), event management tools (Evite)
Work Environment
Most of the work involved may be performed from the employees’ home except as noted below.
- This position requires evening and weekend work to attend meetings, events, and performances.
- Local travel for site visits and meetings with partners is expected.
Pay: Up to $20.00 per hour
Benefits:
Work Location: Hybrid remote in Oakton, VA 22124
