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Tours Assistant/Coordinator

Are you a fan of classical music? Brilliant organisational skills to boot? If so, this brilliant opportunity to help plan the concerts and tours for a leading orchestra should be music to your ears…

As the resident orchestra of the Barbican Centre, the London Symphony Orchestra performs the highest quality music from the core symphonic repertoire, as well as music by living or lesser-known composers. The Orchestra’s major international touring programme reaches a global audience, particularly through annual residencies in New York and Paris and regular visits to Japan, China, the USA and Europe.

The Concerts Department is a team of 18, with 10 staff based permanently in the main LSO office, a further 7 staff based with the Orchestra, and a Casting Consultant for vocal projects. The LSO Concerts Department are looking for a Tours Assistant/Coordinator to support the Tours Department with the organisation and day-to-day preparation of the LSO’s foreign tours and UK concerts.

RESPONSIBILITIES

  • Prepare and follow-up cost estimates, contracts and invoices for tours and UK concerts
  • Research logistics for foreign tours including travel (flights, trains and coaches), hotel information and per diem rates for the Orchestra
  • Create and update hotel, flight, passport and personnel lists for tours on LSO database
  • Coordinate visa applications, under the supervision of the LSO tour managers, including researching and attending Embassies as necessary
  • Coordinate instrument freight documents for foreign tours (e.g. ATA carnets and CITES documents), under the supervision of the LSO tour managers
  • When necessary, undertake short tours under the supervision of the LSO tour managers
  • Put together tour packs prior to each tour and assist in preparing pages for tour schedules
  • Liaise directly with concert promoters/venues abroad, travel agents and artist agents to assist with preparations and logistics for upcoming tours
  • Assist with the LSO’s A1 database, applying for A1 certificates for foreign tours, as required
  • Maintain the LSO diary and database including liaising with the LSO IT Manager on future development of the LSO database
  • Create and maintain both electronic and paper files for LSO tours
  • Provide administrative support to the Tours Managers
  • Deal with Orchestral players’ enquiries

KNOWLEDGE, SKILLS, EXPERIENCE

  • At least six months relevant experience, preferably gained in the Arts sectors
  • Excellent organisational and administrative skills with meticulous attention to detail
  • Ability to manage and prioritise a workload with multiple demands
  • Excellent interpersonal and communication skills, both written and verbal
  • Highly motivated to work effectively both under own initiative and within the team to achieve necessary goals
  • Adept with Microsoft Office, email, internet and able to learn new programmes quickly (such as the LSO database)
  • Good level of numeracy
  • Ability to function well as part of a close-knit team
  • Flexible attitude to work – prepared to help out with other department tasks where necessary and to work outside of usual working hours
  • Confident, polite and friendly manner
  • General classical musical knowledge
  • Possession of a degree at university or equivalent level (Qualifications relating to Music or the Arts) may be an advantage

TO APPLY

  • Follow this link to apply
  • In your application, state that you heard about this vacancy through the Creative Access website