Artistic Assistant

SUMMARY
This position provides administrative support to the Artistic Department and will often directly assist the Executive Artistic Director. This position will play a key role in establishing a strong administrative foundation for the work of the Artistic Department, sorting out competing priorities, and ensuring the smooth execution of SFJAZZ presentations.  

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. 

Artistic Programming Duties

• Assist the Executive Artistic Director and Director of Artistic Programming as needed and requested. 
• Maintain and enter all dates for the SFJAZZ Season, San Francisco Jazz Festival and Summer Sessions for the Artistic department via the organizational calendar in Artifax 
• Act as appointed liaison to Education department, ensuring clear communication between teams.
• Maintains shared inter-department files and tracks dates for education services performed by artists.
• Process venue contracts and payments; maintain and update offsite venue booking calendar
• Create and maintain Artistic Booking Sheets and Season at a Glance grid on Google Drive
• Coordinate clearances for archival recordings, tracks permissions, and communicate permissions to Digital Projects Manager and Production department
• Prepare and manage artist guest lists for all SFJAZZ concerts 
• Assists on special projects as needed, including the SFJAZZ Gala
• Coordinate artist meet & greet requests and any other artist requests with managers, as assigned. 
• Assist as needed for hotel, air, ground transportation arrangements

Administrative

• Coordinates all weekly payments on behalf of the Artistic Department, works closely with  Artistic Administrator and Finance department to track and ensure payments are processed correctly and on time.
• Processes payment requests and invoices travel buyouts, independent contractor fees, and  other miscellaneous expenses
• Assist the Executive Artistic Director and Director of Artistic Programming as needed and  requested.
• Organize calendar and prioritize email for Executive Artistic Director
• Schedule department meetings
• Process quarterly ASCAP & BMI royalty reports and payments
• Process monthly credit card reports (Executive Artistic Director & Director of Programming)
• Files 
• Other duties as assigned 

SFJAZZ Collective 

• Provide administrative support for the SFJAZZ Collective as needed, maintain residency and  touring calendars
• Track and process contracts for SFJAZZ Collective concerts, band members, and contractors ∙ Assist with logistics and hospitality during the Collective’s residency
• Manage payments for SFJAZZ Collective Members and contractors under the guidance of  the Collective Manager

MINIMUM QUALIFICATIONS 

• Strong organizational, written, and verbal skills
• High level of interpersonal skills with demonstrated poise and diplomacy
• Ability to take initiative, work independently and under pressure
• Ability to prioritize, multi-task, and follow-through
• Flexibility in dealing with changes and ambiguities
• Exceptional attention to detail
• Excellent work ethic with great attitude
• Proficient in Google Workspace, Microsoft Office Suite, and internet research
• Minimum 2 - 3 years of administrative experience
• Bachelor’s Degree preferred
• Experience in the performing arts industry is a plus
• Database management experience is a plus

SFJAZZ Mission
Founded in 1983, SFJAZZ is a recognized international leader in jazz creation, presentation, and education. SFJAZZ explores the full spectrum of jazz, from the music's origins in the Caribbean Basin and African American community to its diverse present-day expressions around the world. As a nonprofit organization, SFJAZZ works to develop the audience for jazz in the San Francisco Bay Area and beyond. SFJAZZ celebrates jazz as a living art form, built on a constantly evolving tradition. 

SFJAZZ IS AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER COMMITTED TO DIVERSITY OF STAFF.  We particularly welcome those who bring the gifts of diversity to our organization. People of color, people who identify as LGBTQIA, and persons with disabilities are encouraged to apply.

TO APPLY 
Please send your resume in .doc or .pdf format, cover letter to jobs@sfjazz.org with “Artistic Assistant” in the Subject line. Resumes will be accepted until the position is filled. 

Job Title: Artistic Assistant
Department: Artistic Department
Reports to: Director of Artistic Programming
FLSA Status: Nonexempt
Prepared Date: August 2022