Job Description: Orchestra Manager
Position: Orchestra Manager
Location: South Africa
Reporting To: Artistic Director / CEO
Overview
The Orchestra Manager is responsible for the efficient and effective day-to-day operations of the orchestra. This includes overseeing all logistical, administrative, and operational aspects of rehearsals, performances, and tours. The role requires close collaboration with musicians, conductors, guest artists, and other stakeholders to ensure the orchestra meets its artistic goals while staying within budget and adhering to legal and contractual obligations.
Key Responsibilities
1. Operational Management
Ø Oversee the scheduling and coordination of all rehearsals, concerts, tours, and community engagements, through arranging the following with a lead time of 1 (one) month (where possible):
o Security with dogs, to be booked for City Hall
o Rehearsal rooms / practice venues to be booked for visiting artists (Artscape)
o Dressing rooms for Artists in terms of rehearsals / performances (Artscape)
o Piano tuning where required
o Scheduling of all performances, rehearsals and logistical aspects to which such schedules are to be done and completed on the Organisation’s global calendar for other departments to note, report and publish. Musicians must be informed of any changes no less than 7 days prior to the event.
o Liaise and book conductors, soloists and external performers actively with the lead time
Ø Ensure all venues, equipment, and other logistics are prepared for orchestra events and Artscape forms completed where necessary.
o Booking of transport / coaches as needed for musicians and artists along with trucks to transport equipment and musical instruments safely
o Ensure that all Crew members are arranged and scheduled with 1 (one) month leading time for all concerts, rehearsals, etc. as needed. Such schedule must be submitted and published.
Ø Maintain compliance with labour laws and collective agreements applicable to orchestra members, through liaising with Human Resources and Management alike.
2. Musician Relations
Ø Serve as the primary point of contact for musicians regarding schedules, contracts, and operational concerns.
Ø Address and resolve musician-related issues, fostering a positive and collaborative working environment.
Ø Coordinate auditions and recruitment processes in collaboration with the artistic team.
Ø Ensure that open communication is maintained in order to ensure that no less than 7 days’ notice is provided where a schedule is changed and / or where requirements has been amended by the Artistic Director.
3. Financial Management
Ø Prepare and manage the orchestra’s operational budget.
Ø Oversee payroll, contracts, and expense approvals for musicians and staff with submission no later than Tuesday mornings to HR, following approval from the Artistic Director.
Ø Ensure financial accountability and cost-effective decision-making.
Ø Ensure that all payments, leave administration and related financial aspects to crew, adhoc musicians, etc. is submitted for payments by 12h00 on a Tuesday, following discussion and approval from the Artistic Director on a Monday.
4. Artistic Collaboration
Ø Work closely with the Artistic Director to implement the orchestra’s artistic vision.
Ø Coordinate with guest conductors, soloists, and other artists to ensure their needs are met. Ensure to liaise weekly with the Artistic Director on these matters as there might be opportunities for both you and the Artistic Director to meet with these individuals to provide a professional front.
Ø Liaise the acquisition and distribution of music scores and parts as needed.
Ø Ensure that all adhoc musicians and concert masters are booked no less than 1 (one) month prior to consents. This will provide HR and Management an opportunity for contracts and arrangements.
5. Event and Tour Management
Ø Plan and execute domestic and international tours, including travel, accommodations, and logistics.
Ø Liaise with venues, promoters, and local authorities to ensure smooth execution of performances.
6. Health and Safety
Ø Ensure the health and safety of musicians during rehearsals, performances, and tours.
Ø Implement and oversee other health-related protocols, as necessary.
7. Administrative Duties
Ø Maintain accurate records of schedules, contracts, and personnel.
Ø Prepare reports for the board, funders, and other stakeholders.
Ø Collaborate with marketing and development teams to align operational goals with audience engagement strategies.
Ø Liaise with Librarian with a lead of 1 (one) month for repertoire, etc.
Ø Report for any and all meetings where your input is required in regard to the above.
Requirements
ü Formal Education: A Bachelor’s Degree in Arts Administration, Music Business, Performing Arts Management, Business Administration, or a BMus (Bachelor of Music) with strong administrative experience
ü Experience: 3 to 5 years of experience in arts management, event operations, or logistical management, preferably within an orchestra, theatre, or performing arts environment.
Package Consideration
ü Gross Salary: R48,000-00
ü Retirement Annuity and Medical Aid (to be discussed during interview)
ü Annual Discretionary Bonus
Pay: R48 000,00 per month
Work Location: In person
