Arts Administration Intern

About the job

POSITION: Arts Administration Intern

ANNOUNCEMENT: Performing Arts Management company seeks organized, self-motivated individual to intern with busy home office, coordinate performing arts tours, produce publicity, and serve as personal assistant to President. Requires background in the arts, ability to write correspondence/marketing copy, use Quicken to oversee bookkeeping, use Macintosh, and coordinate travel arrangements. Must be able to liaison between artists and theaters and handle long-term, detail oriented projects. Foreign languages, webpage experience a plus.

TO BE FILLED: Immediately

DESCRIPTION OF DUTIES
Other duties may arise depending on the needs of the business, artists and President. A limited list of common responsibilities are:

ARTIST/THEATER LIAISON: One of the most important aspects of this position is the coordination of information between the theaters and artists, including preparing contracts and deal memos for each engagement, fee negotiation, tour coordination, etc.

OFFICE SYSTEMS:
• Manage the office, maintaining office supplies, equipment, answer phones, etc.
• Maintain tour notebooks: These document all correspondence, contracts, receipt of deposits and fees, and publicity mailings for each tour.
• Publicity Materials: Create, update, and disseminate all publicity materials ranging from flyers, press kits, rosters, e-newsletters and print advertising.
• Filing
• Opening mail
• Cleaning/organizing Robert’s office/desk
• Updating databases
• Send out APAP Presenter Report forms to presenters after tours with thank you notes.
• Run errands as needed
• Sales letters and correspondence as requested by RF, including checking and responding to e-mail
• Sending mailings, whether by e-mail or snail mail
• Booking travel for RF
• Keep enough videos, photos, color slides, etc. available of artists for theaters

PERSONAL ASSISTANT: You will also serve as the President’s personal assistant: coordinating meetings, assisting with his rental property, overseeing his housekeeper, and all other tasks as they arise.

VISAS: Foreign artists need P-1 and P-1S visas each year to cover their tour periods. This position works with an immigration lawyer to put together the petitions for all visas.

TOUR COORDINATION: Booking air and ground transportation, hotels, class and/or rehearsal spaces for artists. You need to ensure that each theater has enough publicity materials in advance of tour.

FINANCIALS:
• Processing accounts payable/receivable on Quicken. Take deposits to bank
• Preparing financial information for accountant at end of tax year
• Process 1099 forms at end of year for all independent contractors
• Coordinating Paychecks with payroll service

WEB-EDITING: Intern is responsible for updating the web approximately once per month. No HTML is required for this, but it is preferred.

This is an unpaid internship, however an excellent opportunity to work within the arts management and tour management sphere. We are looking for someone to work with our Director of Operations two days a week, approximately 10 hours a week.

Please send your resume and cover letter via email.