Executive and Artistic Planning Co-ordinator

The Philharmonia is seeking a confident, bright and well-organised Co-ordinator to support the CEO and wider Executive Team in their leadership role. The role includes research, artistic planning coordination, stakeholder and project liaison and diary management. This role suits an ambitious music or arts administrator, knowledgeable and passionate about orchestral music. It offers a phenomenal opportunity for a proactive and highly self-motivated individual to gain insight into all aspects of senior orchestral management.

You should evidence skills at problem solving, project work and relationship management, and must show discretion and tact when dealing with matters of a confidential nature. Excellent verbal and written communication skills, and good technical music knowledge are essential. Working in a fast-paced, busy environment, the Co-ordinator will think outside the box and provide effective solutions to everyday operational challenges swiftly and calmly.

The role is based full-time at our Bankside Office in London, with regular attendance at concerts, board and committee meetings and donor events, which often occur outside office hours.

• Act as the first point of contact for the Executive Office, ensuring it functions smoothly and efficiently by liaising and coordinating with other members of the Executive, the Board and external stakeholders.
• Manage the CEO’s diary, schedule appointments and arrange travel itineraries, bookings, payments and maintain simple budgetary and expense records.
• Handle calls and correspondence, prepare briefing documents and presentations, and manage the annual cycle of concert invitations.
• Support the artistic planning function with research and project work on repertoire and artists.
• Manage the repertoire clash-checking process, including accurate and up-to-date record-keeping and season coordination with Southbank Centre.
• Support the CEO and Board Secretary by ensuring day-to-day governance arrangements operate effectively; provide administrative support to the Board and other committees, including drafting and checking agendas, collating and circulating papers, professional minute-taking, pursuing agreed actions, and booking and setting up meeting spaces.
• Lead on specific projects or initiatives for the Executive, under the direction of the CEO.
• Look after day-to-day building/office operations as part of a team.
• Handle a range of conflicting priorities and ensure the CEO’s office maintains an open and outward-facing approach, while dealing with all matters confidentially and timely, being trusted implicitly with sensitive information.

• Graduate level qualification with at least 2 years’ professional work experience.
• A background in the arts is desirable, either having studied arts administration/music/management or with relevant comparable experience working in an arts organisation.
• Experience carrying out programme, artist and music industry research.
• Confidence in report writing and presenting is essential, with excellent MS Office skills.
• Good knowledge of artists, orchestral repertoire and the classical music business.
• Strong administrative talent – this role is heavily admin-focused.
• Highly organised and process-driven.
• Meticulous attention to detail.
• Proactive and solutions-oriented, self-motivated.
• Excellent communication and relationship-building skills.
• Flexible attitude and enjoys working in a demanding, ever-changing environment.
• Strong work ethic including time management and ability to work to deadlines.
• Demonstrates absolute discretion with confidential or commercially sensitive information.

Email: philharmoniahr@thehrhub.co.uk