Location: San Francisco office (Civic Center) and various Bay Area venues

Status: Full-time, non-exempt; hybrid (3+ days per week onsite)

Salary: $62,400 per annum
Benefits: Health, dental, and vision benefits; 403(b) plan; commuter benefit; generous holiday and paid time off package

Reports to: Associate Manager of Production & Operations

Position Summary:

The Operations Coordinator serves as the administrative hub for Philharmonia Baroque Orchestra & Chorale, ensuring the smooth day-to-day functioning of office and concert operations, administrative processes, and Community Engagement & Learning programs. This role requires exceptional organizational skills, strong interpersonal abilities, a collaborative spirit, and a genuine passion for the performing arts. 

Concert & Event Operations (30%)

• Manage communications with volunteer ushers, assist with volunteer recruitment when needed

• Assist the Marketing and Artistic teams in organizing and executing lobby activations for performances

• Support the Associate Manager of Production & Operations with concert production tasks including production packing, load-in/load-out, and backstage hospitality

• Post auditions and organize applicant information and audition schedules

• Assist the Director of Artistic Planning with tasks as requested, including but not limited to updating repertoire history records, royalty reports, and similar

• Assist with guest artist hospitality and transportation bookings

• Keep production Google Calendar up-to-date for musicians

Office Administration & Facilities Management (50%)

• Manage core office functions including supply inventory, kitchen upkeep, and maintenance of staff-wide Google Calendar

• Liaise with the building manager for repairs, maintenance requests, and space rental reservations

• Maintain physical and digital filing systems for administrative records

• Manage office subscriptions, memberships, service agreements, and administrative vendor contracts

• Manage and update vendor contact and account access information

• Cultivate and maintain productive vendor relationships; assist with departmental mailings for fundraising campaigns, subscription renewals, and similar 

• Post job openings to relevant job boards, organize job-seeker materials for department heads

• Support onboarding logistics for musicians and administrative staff

• Send timely reminders and notices to staff regarding administrative topics 

• Support the Development team with hospitality for Board meetings and similar functions  

Community Engagement & Learning (20%)

• Support the implementation of Community Engagement and Learning (CE&L) programs including Family Concerts, Coffee Concerts, lecture-demonstrations, Artist Salons, Side-by-Sides, and Masterclasses, in consultation with the Associate Manager of Production & Operations

• Coordinate all program activities with the organization's master calendar 

Qualification 

• 0-2 years of experience in arts administration, nonprofit operations, or a related field

• Strong organizational and project management skills with ability to manage multiple priorities simultaneously

• Excellent written and verbal communication skills; proven ability to build relationships across diverse stakeholders

• Proficiency in Google Workspace (Docs, Sheets, Calendar) and standard office software

• Passion for arts education and community engagement; experience in an arts or education setting preferred

• Flexibility to work evenings and weekends for concerts and events as required

To Apply

Email your resume and cover letter to jobs@philharmonia.org and specify "Operations Coordinator" in the subject line of your response. No phone calls please.

Philharmonia embraces a workforce that reflects the exceptional diversity of the Bay Area and our country. Equal employment opportunities are available to all applicants without regard to race, color, religion, age, sexual orientation, sex, gender identity and expression, national origin, physical and mental disabilities, marital or partner status, pregnancy and military status.