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Jacob’s Pillow seeks an Artist Services Manager to join the Programming department and work closely with/report directly to the Producing Director. The Artist Services Manager oversees all logistics for advancing any guest who is visiting the Pillow including dance companies, faculty, dancers of The School, scholars, seasonal staff, and special guests. This includes oversight of all transportation arrangements, visa processing and status, booking housing onsite and offsite, meal coordination with the Stone Dining Room, arranging complimentary tickets, and liaising with the Health Care Coordinator to support wellness for all guests. The Artist Services Manager will help realize the logistical and budgetary requirements for all events associated with performance programming at the Pillow.
STATUS: Full-Time Seasonal (April-August)
COMPENSATION: $700-$1000 weekly
RESPONSIBILITIES
- Lead the coordination of all logistical operations and systems that support welcoming guests of the Pillow including but not limited to Pillow Lab residencies, festival artists, dancers and faculty of the School, Community Engagement guests, scholars, staff, and interns. The services the Programming team provides to these groups includes but is not limited to visas, transportation, accommodations (both onsite and offsite), food, hospitality, health care services, scheduling of studios, catering, organizing and executing events.
- Manage calendar and booking of 120 rooms onsite; liaise with facilities to ensure housekeeping is on schedule and facilities are prepared. When rooms are not available onsite, arrange for offsite housing and maintain relationships with local hotel vendors, summer rental properties, etc.
- Supervise seasonal and hourly drivers, coordinate logistics with Enterprise car rentals, secure other transportation vendors as necessary, and manage the booking, and scheduling of all transportation and Pillow vehicles.
- Provide feedback and weekly numbers, dietary restrictions to the Stone Dining Room staff.
- Work with Health Care Coordinator to ensure support for all visitors with regard to wellness and coordinate transportation as needed to area services.
- Work with a visa consultant as directed to ensure all visas are processed on a timely basis. Arrange catering for Pillow events and help plan logistics, especially as it relates to hospitality (housing, food, transport, etc)
- Coordinate the production of informational materials for artists, faculty, interns, staff, and dancers of The School.
- On-Call for campus emergencies in collaboration with other team members.
- Aid in processing payments, receipts, and budget monitoring for the department.
REQUIRED QUALIFICATIONS
- Strong attention to detail and excellent interpersonal skills is a must.
- This position engages with a wide variety of people; cultural competency is a must.
- 3-5 years of administrative, event support, hospitality, or artist services experience.
- Willingness to be helpful and adjust priorities in a moment’s notice.
- Willingness to respond to needs outside of office hours.
PREPARATION, KNOWLEDGE, SKILLS & ABILITIES
- Language skills are a plus.
- Event coordination, catering, restaurant, hotel experience is a plus
- Keen attention to detail, ability to anticipate complications, then problem solve efficiently.
- Excellent interpersonal skills; this position engages with a wide variety of artists and cultures.
- Candidates should be organized and detail-oriented, with the ability to work independently and on a team.
WORKING CONDITIONS/PHYSICAL DEMANDS
- Moving and Lifting 25 to 50 pounds
- Working in inclement weather.
- Working in outdoor wooded areas.
- Must be able to remain in a stationary position 75% of the time.
SCHEDULE
April -May and in September, a five day work week will be observed. This role is required to be available nights and weekends on an as needed basis as well as available on demand for last minute guest needs. Staff at Jacob’s Pillow are required to work six days a week June-August during the Festival.
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April -May and in September, a five day work week will be observed. This role is required to be available nights and weekends on an as needed basis as well as available on demand for last minute guest needs. Staff at Jacob’s Pillow are required to work six days a week June-August during the Festival.
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