Employment Opportunities

Washington Performing Arts employment decisions are made based on the business needs of the organization and qualification of the applicants and employees. It is the policy of Washington Performing Arts to comply with all laws regarding equal employment opportunity for all employees and job applicants. Federal law prohibits discrimination on the basis of race, color, religion, national origin, sex, age, or disability. We do not discriminate on the basis of disability in admission, access or employment. In addition, the District of Columbia adds protection for marital status, personal appearance, sexual orientation, family responsibilities, matriculation, or political affiliation.

• Executive Assistant to Jenny Bilfield, President & CEO

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(available August 1, 2017)

Position Description

Reporting to Jenny Bilfield, President and CEO of this prestigious, highly visible performing arts presenter in Washington, D.C., the Executive Assistant serves as a primary point of contact and high-level ambassador for internal and external constituencies on behalf of the President and CEO. S/he will be expected to interact frequently—both proactively and responsively—with board members, community leaders, performing arts professionals, major donors, and staff at all levels. The Executive Assistant also serves as a liaison to the board of directors and senior management team; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The position of Executive Assistant is ideal for someone who thrives in a creative, fast-paced, detail-oriented arts environment. The Executive Assistant must be creative as well and enjoy working within an entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities. Experience in a similar capacity, and in the arts, is essential. People who have held this position in the past have continued to pursue increasingly responsible roles in the arts, both within Washington Performing Arts and elsewhere. Applicants of color are strongly encouraged to apply

Responsibilities

  • Provide comprehensive support for the President/CEO that ensures a professional, responsive, and effective experience with the organization as a whole.
  • Plan and manage systems for smooth operations of the executive office, including maintaining day-to-day business activities of the President/CEO (such as scheduling, organization of materials and correspondence, travel arrangements and itineraries, meeting logistics, VIP and industry relations, professional memberships, expense reports, and tracking fundraising and donor activity).
  • Help optimize use of President/CEO’s time by careful planning and coordination, with attention to priorities and follow-up.
  • Serve as organizational lead in scheduling and managing meetings of the Board and Executive Committee, special task forces, and other miscellaneous meeting involving Board members, including for the Gala. Related responsibilities include coordinating and distributing agenda and materials for meetings of the Board and Executive Committee, taking minutes at designated meetings of the Board, Executive, Finance, and Audit committees as well as task force meetings, coordinating meeting preparations with the President/CEO and senior management team, and ensuring action points are followed-up as agreed in advance of meetings.
  • Serve as liaison to the Development Department, when needed, ensuring that the President/CEO has adequate preparation and materials for fundraising
  • Pursue research projects as directed by the President/CEO, related to strategic organizational, development, and programmatic initiatives.
  • Provide a bridge for smooth communication between the President/CEO’s office and internal departments, demonstrating leadership to maintain credibility, trust, and support with senior management staff. Act as a “barometer” for issues taking place in the environment and keeping the President/CEO updated.
  • Successfully complete critical aspects of deliverables with a hands-on approach, including tasks that enable President/CEO to effectively lead the company.
  • Assist at Washington Performing Arts events as needed, including functions and performances outside traditional office hours.
  • Other duties as assigned

Qualifications

  • Prior experience in an executive assistant role, ideally in the performing arts or other fast-paced non-profit
  • Background in the performing arts (as staffer, practitioner, volunteer)
  • High level of comfort, and professional demeanor, in engaging diverse stakeholders in person, by phone, and via email
  • Outstanding organizational skills
  • Commitment to being a self-starter with a keen understanding of deadlines, handling diverse projects and tasks simultaneously, and a high degree of personal initiative, with proven skill in managing up and across the organization
  • Commitment to meeting high standards of accuracy in working with data
  • Availability to work irregular hours on a periodic basis
  • Proficiency in Microsoft Office software and practical experience using databases
  • Knowledge of fundraising is desirable; Tessitura experience is preferred
  • Readiness to make a commitment to the mission of Washington Performing Arts

Compensation

Washington Performing Arts provides competitive compensation and an attractive benefits package.

About Washington Performing Arts

One of the most established and honored performing arts institutions in America, Washington Performing Arts celebrated its 50th anniversary in the 2016/17 season, building upon a distinguished history of serving artists, audiences, students, and civic life. The city is truly our stage: in venues ranging from concert halls and clubs to public parks, we present a tremendous range of artists and art forms, from the most distinguished symphony orchestras to both renowned and emerging artists in classical music, jazz, international genres, and dance.

Washington Performing Arts nourishes communities throughout the region by partnering with local organizations and other arts institutions, staging concerts and arts activities in the neighborhoods, involving internationally known main stage performers in community programs, and presenting locally based artists to a wider audience. We place a premium on establishing artists as a continuing presence in the lives of both young people and adults through sustained residencies and educational programs. Our achievements have been recognized with a National Medal of Arts and with two Mayor’s Arts Awards from the D.C. Government. We embark upon our next half-century with the goals of expanding our commitment to excellence and rededicating ourselves to the motto of our founder, Patrick Hayes: “Everybody in, nobody out.”

Washington Performing Arts prizes the diversity of the organization, at every level—from programmatic content to composition of its board and staff. Washington Performing Arts employment decisions are made based on the business needs of the organization and qualification of the applicants and employees. It is the policy of Washington Performing Arts to comply with all laws regarding equal employment opportunity for all employees and job applicants. Federal law prohibits discrimination on the basis of race, color, religion, national origin, sex, age, or disability. We do not discriminate on the basis of disability in admission, access or employment. In addition, the District of Columbia adds protection for marital status, personal appearance, sexual orientation, family responsibilities, matriculation, or political affiliation.

To Apply

Please send resume and cover letter to Rebecca Talisman at rtalisman@washingtonperformingarts.org.

To download the job specification please click here (Note: You will need Adobe Acrobat to view which may be downloaded here)

• Programming and Production Coordinator

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Immediate Supervisor: Director of Programming

Washington Performing Arts, founded in 1965, is a non-profit, performing arts presenting organization, devoted to diverse programming in the genres of classical music, jazz, world music, modern dance, gospel, and more, in 12+ venues all around the Washington, D.C., metro area. We present approximately 65 performances per year, which includes mainstage concerts and larger-scale Development and Education events. Our significant education programs have a deep impact in local schools and communities, and we prioritize long-term relationships with our artists. The full staff is approximately 30 people; the Programming department is a staff of 3.

Summary of Responsibilities:
The Programming and Production Coordinator coordinates multiple operational and programmatic elements of the Programming department and is a key member of the 3-person team. S/he organizes the internal creating, routing and editing of all Washington Performing Arts artist, co-presentation, and venue contracts. The Coordinator also facilitates payment requests in a timely manner for all artists, management companies, hotels, catering, and show settlements. S/he also coordinates and manages the annual VelocityDC Dance Festival and provides administrative support to the programming department, maintaining all programming data within the organizational database.
In addition, the Programming and Production Coordinator will work in tandem with the Production Manager to plan, coordinate, and execute performances according to artist contracts and riders and is specifically responsible for coordinating general hospitality and catering needs, artist travel, local transportation, and hotel accommodations. This position will also provide support to Education and Development events as assigned, in particular Music in the Country and Summer Performing Arts Academy culminating events.
Applicants of color are strongly encouraged to apply.

Specific Duties and Responsibilities:
Contract Administration

  • oversee and create contracts, addenda, and letters-of-agreement for presented artists and guest artists for Programming and Education
  • oversee and create contracts and addenda for co-presentations, venue agreements, and contracted assistants (i.e., page turners, ASL interpreters)
  • conduct contract and letter-of-agreement routing, mark-up, copying, editing, delivery and distribution
  • serve as one of the programming staff team members evaluating contracts
  • maintain the status of each letter of agreement and contract within database
  • maintain contract-information summaries in database (i.e., lists of limits on comps, visa requirements, advance payments, approvals, and credit language)
  • provide general administrative support to the Programming Department

Administrative

  • prepare and maintain production and program-related records, financial reports, and other reports related to performances and programming projects
  • maintain up to date knowledge of current visa/tax withholding laws and treaties
  • prepare and obtain approval for check requests as required for artists, management companies, lodging and catering invoices, guest artists, and show settlements. Assist in tracking production and program-related payments
  • operate within Washington Performing Arts-approved budget. Provide estimates for artist hospitality, transportation, and housing expenses as requested
  • manage BMI, ASCAP, and SESAC royalties, logging programs and encores for each performance, submitting quarterly reports, and preparing check requests as required
  • hire, train, and supervise department intern

Artist/Artist Management/Venue Relationships

  • coordinate hospitality and catering needs for each artist as required by artist rider
  • arrange all artist travel, local transportation, and lodging arrangements
  • act as a point of contact for artists during performances, education, and development events for roughly 50 events a year, requiring weekday, evening, and full weekend availability
  • coordinate and apply for visas for all international artists as required
  • coordinate receipt of IRS tax forms from artists
  • serve as one of the Washington Performing Arts staff members responsible for meeting and greeting artists upon arrival and departure in D.C. and at each venue
  • serve as primary Washington Performing Arts staff person for artists and venues as requested, working on-site as needed, as an interface between venue personnel and Washington Performing Arts artists and staff
  • coordinate artist schedule and act as production contact for assigned Development and Education events

VelocityDC Dance Festival

  • act as the administrative lead for the festival process, coordinating with all partner organizations from day one through execution
  • create and manage the festival timeline, typically spanning 10 months out of the year
  • create/update the online application annually
  • set and facilitate meetings with curatorial panel members, festival applicants, and partner organizations throughout the festival process
  • interface with partner organizations, curatorial panel members, and festival applicants throughout the process, maintaining an open line of communication and an air of transparency through phone calls and email interactions
  • oversee and create contracts for all festival participants
  • prepare and obtain approval for check requests for all festival participants and panelists
  • manage the on-site logistical components of the festival in September

Education and Experience Requirements

  • undergraduate degree or equivalent experience related to the arts
  • experience in event management and contract administration
  • experience working with artists, donors, and managers a plus
  • ability to multi-task
  • willingness to take on a variety of administrative tasks and responsibilities
  • excellent time management and prioritization skills
  • strong written and verbal communication skills
  • strong attention to detail
  • ability to think and act quickly in high-pressure environments
  • must be computer literate (i.e. Excel, Word, Outlook)
  • weekday, evening, and full weekend work required in conjunction with Washington Performing Arts performances and events
  • have valid driver’s license

About Washington Performing Arts

One of the most established and honored performing arts institutions in America, Washington Performing Arts celebrated its 50th anniversary in the 2016/17 season, building upon a distinguished history of serving artists, audiences, students, and civic life. The city is truly our stage: in venues ranging from concert halls and clubs to public parks, we present a tremendous range of artists and art forms, from the most distinguished symphony orchestras to both renowned and emerging artists in classical music, jazz, international genres, and dance.

Washington Performing Arts nourishes communities throughout the region by partnering with local organizations and other arts institutions, staging concerts and arts activities in the neighborhoods, involving internationally known main stage performers in community programs, and presenting locally based artists to a wider audience. We place a premium on establishing artists as a continuing presence in the lives of both young people and adults through sustained residencies and educational programs. Our achievements have been recognized with a National Medal of Arts and with two Mayor’s Arts Awards from the D.C. Government. We embark upon our next half-century with the goals of expanding our commitment to excellence and rededicating ourselves to the motto of our founder, Patrick Hayes: “Everybody in, nobody out.”

Washington Performing Arts prizes the diversity of the organization, at every level—from programmatic content to composition of its board and staff. Washington Performing Arts employment decisions are made based on the business needs of the organization and qualification of the applicants and employees. It is the policy of Washington Performing Arts to comply with all laws regarding equal employment opportunity for all employees and job applicants. Federal law prohibits discrimination on the basis of race, color, religion, national origin, sex, age, or disability. We do not discriminate on the basis of disability in admission, access or employment. In addition, the District of Columbia adds protection for marital status, personal appearance, sexual orientation, family responsibilities, matriculation, or political affiliation.

To Apply
Please send resume and cover letter to Samantha Pollack at spollack@washingtonperformingarts.org. No phone calls, please.

To download the job specification please click here (Note: You will need Adobe Acrobat to view this, which may be downloaded here)