Auditions and Employment


Director of Artistic Operations

REPORTS TO: Executive Director

SUPERVISES:   Librarian, Concert Manager, Personnel Manager


The Director of Artistic Operations is responsible for ensuring that the scheduling and production of all orchestra events (concerts, rehearsals, run-outs, special events, etc.) run smoothly, effectively, and in a financially responsible manner.   The Director of Artistic Operations serves as the artistic administrator for the orchestra working closely with the Music Director on season programming and guest artist selection.  The Director of Artistic Operations also functions as a liaison between the orchestra and the rest of the Organization, and is responsible for carrying out many provisions in the master agreement as well as following the organizational Strategic Plan.


  • Bachelor’s Degree with 3-5 years of experience in concert production (preferred)
  • Demonstrated experience in artist management negotiation and contract execution
  • Knowledgeable about orchestral repertoire and artists
  • Possess the interpersonal skills necessary for communicating with musicians
  • Has organizational leadership skills necessary to create and sustain new initiatives in partnership with the expertise and experience of the musicians and Music Director
  • Highly motivated with strong organizational and communication skills; willing to work as part of a team in an intimate office setting
  • History of demonstrated reliability, flexibility and mature presentation with the ability to work with diverse personalities
  • Discretion in dealing with artists, staff, and sensitive information
  • Efficient worker, positive attitude, and manner and attention to detail
  • Ability to work nights and weekends required for concert and rehearsal coverage
  • Ability to independently prioritize and complete work in a complex environment
  • Extremely sophisticated time management, budget management, and prioritizing skills
  • Excellent written and oral communication skills
  • Strong computer skills


Artistic Administration

  • Assist in the development, implementation, and monitoring of orchestra’s artistic objectives.
  • Organize and meet with the Artistic Planning Committee to discuss future programming as well as long-term artistic concepts
  • Consult with the Music Director in the selection of guest artists, guest conductors, performing groups, and programs to support the orchestra’s artistic objectives
  • Negotiate contracts for all guest artists within budget parameters set by the Board
  • Arrange for their transportation, lodging, and entertainment
  • In consultation with the Music Director, seek and obtain new opportunities for performances by the orchestra and its ensembles

Concert Production

  • Oversee all concert production activities of the orchestra, including facility and equipment rental, staging requirements, and other logistical arrangements
  • Coordinate activities with library, personnel, and artistic staff
  • Secure required equipment, instruments, licenses, visas, and permits
  • Supervise stage manager for orchestra setup for rehearsals and concerts
  • Arrive backstage early to check all preparations, inform orchestra personnel or stage technicians of any last-minute changes


  • Prepare the orchestra’s schedule by working with calendars of the Music Director, Merrill Auditorium prime tenants, and other regional orchestras to achieve artistic goals while maximizing services for financial benefit and meeting  master agreement requirements
  • Determine feasible schedules for special events such as run-outs and outreach programs
  • Book the necessary facilities

Master Agreement/Contracts

  • Serve as a member of management’s negotiating team for collective bargaining agreements (musicians’ master agreement, stagehands’ contract)
  • Research specific issues as requested by the negotiating team; determine financial impact of proposed changes
  • Propose changes to agreements and strategies for achieving and implementing those changes
  • Interpret, implement, and uphold terms of the master agreement and other collective bargaining agreements; research background and precedent where discrepancies in interpretation occur in order to improve the document
  • Incorporate new terms of agreements in all scheduling and logistical planning; monitor compliance

Orchestra Personnel

  • Maintain regular open communication with the Chair of the Orchestra Committee
  • Meet with the Orchestra Personnel Committee to share information and discuss issues of concern; respond to orchestra member requests for information on scheduling and working conditions
  • Follow up on all requests in a timely manner; help promote positive relations between the orchestra and the Organization
  • Ensure best possible physical working conditions for the orchestra in all situations


  • Effectively and efficiently organize and communicate logistics of the music director search process
  • Develop and monitor budgets for all production and artistic operations
  • Maintain appropriate cost controls while maintaining artistic integrity and upholding the master agreement
  • Hire, train, manage, and evaluate performance of all production staff
  • Manage procurement of supplies, licenses, equipment, and services for operational purposes
  • Maintain inventories of property and supplies, making periodic checks for reports to the Executive Director
  • Serve as part of senior staff team to assist the Executive Director in setting and implementing administrative and artistic policies established by the Board
  • Work closely with Executive Director and other designated staff in long-range planning for the Organization; prepare budget projections as needed


  • Organize and produce all orchestra run-out concerts
  • Act as liaison with the orchestra’s booking agent in developing, scheduling, and budgeting presenters for run-out concerts
  • Plan logistics and schedules, book hotel and travel arrangements, prepare itineraries, rooming lists, and billing as necessary
  • Escort orchestra on tour; assure that all plans are properly executed
  • Make special arrangements for guest artist travel and hospitality


  • Serve as a key liaison between musicians and the Portland Symphony board, staff, and supporters
  • Coordinate logistical arrangements for all special events and projects
  • Coordinate activities of Development, Marketing, and Public Relations departments for special projects involving use of the auditorium, stage crew, and/or orchestra players
  • Perform other duties as assigned by the Executive Director


To apply, please email resume, cover letter and salary history by September 30, 2015 to  PDFs preferred, .doc format accepted. Please use the subject line: PSO Director of Artistic Operations

Patron and Media Relations Manager

REPORTS TO: Director of Marketing and Communications

JOB SUMMARY: The Patron and Media Relations Manager is responsible for representing the PSO to the community, media and patrons and also manages logistics of various special events. The PSO Marketing Department mission is to support the entire organization including development, education, internal communications and institutional identity. The position is full time.

QUALIFICATIONS: College degree; proven experience in public relations, preferably in performing arts. The ideal candidate is a “people-person” with strong copywriting background, knowledge of media sources (strategic buying and placement), e-mail communications experience (ie. Constant Contact) and is social media savvy. Must be willing to work as part of a team in an intimate office setting. Experience with box office and/or donor database software is a plus, bonus points for knowledge of Patron Edge and Blackbaud in particular. Classical music knowledge also an asset.


Media and Advertising:

  • Assist in the development of a plan for communicating the PSO’s activities to the media. Work closely with publicists in establishing positive contacts with local media outlets, and in conveying an image consistent with the PSO’s strategic plan. Maintain media contacts, act as spokesman for PSO as needed, and provide public information by request.
  • In conjunction with the PSO’s PR firm, act as a contact to media representatives including coordination of interviews with key members of the PSO and members of the media.
  • Schedule and implement media buys as determined by the marketing team. Track the media budget including expenses and projections.
  • Assist the Sales Manager in securing ad insertions from PSO advertisers.

Marketing Management

  • Oversee the planning and development of special events (annual meeting and season kickoff, other events and fundraisers) and new subscriber activities; coordinate with volunteers to carry out the events and ensure that they are consistent with the PSO’s policies and objectives.
  • Supervise ongoing telemarketing campaign with outside company to boost subscriptions. Track telemarketing results and facilitate communication between the telemarketing company, the PSO and the PortTIX, the box office at Merrill Auditorium.
  • Coordinate placement and distribution for brochures, advertisements, newsletters, program books, posters, presentations, signage and promotional materials.
  • Manage marketing material logistics including inventory, inserts, media kits and archived collateral
  • Coordinate the production of each Playbill, assembling the content from various sources.

Social Media/Website

  • Ensure a dynamic presence on Facebook and other social media outlets. Facilitate a personal, two-way conversation between patrons and the PSO.
  • Oversee production of the PSO video shorts “Online Insights.”
  • Create and distribute monthly email newsletters and other communications such as pre-concert information.
  • Perform website updates, based on experience / skill level.


  • Assist the Corporate & Foundation Relations Manager with complimentary ticket disbursement for sponsors.
  • Work with the Development Director in packaging and solicitation of sponsorships and in-kind support for various product lines and campaigns; ensure that media exposure and acknowledgment promised to sponsors and donors takes place.
  • Enhance the PSO’s connection its community through the promotion of outreach concerts and disbursement of complimentary tickets to local service organizations.
  • Attend concerts of the orchestra to act as liaison to patrons, the media and the public.


Please email a cover letter and resume to Marjorie Gallant, Director of Marketing and Communications at by September 30, 2015.

An Equal Opportunity Employer: It is the policy of the Portland Symphony Orchestra to provide all persons with equal employment opportunities without regard to race, color, religion, sex, national origin, marital status, sexual orientation, handicap, age, or Veteran status.

Thank you to our Season sponsor the Maine Arts Commission, POPS! Series Sponsor, Portland Press Herald/Maine Sunday Telegram, Official Hotel, Holiday Inn by the Bay, and Education Partner, IDEXX.
Maine Arts Commission Holiday Inn by the Bay Portland Press Herald/Maine Sunday Telegram IDEXX