Chicago Artists Coalition helps people connect with opportunities including calls for artists, jobs, grants, and art advising


Arts administration ,
submitted by
Rhapsody Snyder

Personnel Coordinator and Production Assistant

Position Title: Personnel Coordinator and Production Assistant

Reports to: Director of Operations and Personnel (DOP)


Musician Personnel Management

  • Act as main point of contact between musicians and the Chicago Philharmonic administration, keeping musicians informed of organizational activities
  • With supervision from DOP and the musician-led Personnel Committee (PC), hire musicians for concerts and community engagement events
  • Work with PC to continue the development of an increasingly diverse, equitable, and inclusive workplace
  • Manage database of musician information, including performing and prospective members
  • Assist DOP to produce concert budget estimates and submitting and reviewing musician payrolls
  • Administer and maintain musician human resource materials

Production Coordination

  • Work closely with DOP to create and execute comprehensive production plans for all concerts and events
  • Create stage plots
  • Coordinate guest artist logistics and ensure fulfillment of guest artist contractual obligations
  • Assist DOP with production logistics, including venue coordination, equipment rental, piano tuning, hiring additional production staff, and ensuring contract conditions are met
  • Assist in administering community engagement programs as needed
  • Hire and manage music librarians, tracking music library expenses
  • Complete occasional basic music library work
  • Book, schedule, and research rehearsal venues

On-Site Rehearsal and Performance Duties

  • Assist DOP in managing and/or working rehearsals, performances, and events
  • Address musician questions and requests while on-site
  • Assist DOP to resolve on-site challenges
  • Assist with load-in, set-up, and tear-down, and any other logistical on-site needs
  • When necessary, act as stage manager for performances

Skills, Qualifications, and Requirements

  • Bachelor’s degree in arts administration, music performance, audio engineering, nonprofit management, theater, business or other related field is preferred
  • At least three years’ experience working in either a production or administrative role in an arts organization preferred
  • Music library experience a plus
  • Excellent written and verbal communication necessary
  • Financial literacy with budgets and spreadsheets
  • Strong sense of empathy, diplomacy, discretion, and integrity are essential
  • Ability to attend the majority of the Society’s rehearsals and performances
  • Comfortable with a fast-paced environment
  • Flexibility to work early mornings, late evenings, and weekends throughout the Chicago area
  • Organized and detail-oriented with strong time management skills; ability to make quick decisions in high-pressure situations
  • Strong knowledge of classical music, with ability to read scores; knowledge of the orchestral repertoire and industry is a significant asset
  • Proficient in Microsoft Excel and Word and Google Suite
  • Ability to lift and carry up to 50 pounds, climb stairs, work at heights if required
  • Driver’s License
  • Job Type: Full Time - exempt

Salary and Benefits Range: $36,000 - $45,000 depending on experience

To Apply: Please send a resume and cover letter to The subject line of the email should say “Personnel Coordinator Application: [Your Name]”. We will not review applications submitted without a cover letter.

Contact Info:
Lydia Penningroth
Job Type: Permanent
Location: Chicago, IL