Artistic Planning Manager
This Artistic Planning Manager role works with the Senior Vice President (“SVP”) of Artistic Planning, the Programming team, and the Office of the President, in delivering a variety of services that ensure the efficient operation of the office and advancement of the outstanding artistic programs for which the Kennedy Center is known. Included within the Programming team are Theater, Community Engagement, International Programming, Ballet/Dance, Jazz, New Music/Fortas Chamber Music, Hip Hop Culture, and Special Programming, with relationships to the National Symphony Orchestra (NSO) and the Washington National Opera (WNO) as well as the broader arts community.
The Artistic Planning Manager will serve as the Artistic Planning liaison within the Programming Department, to other Kennedy Center departments, and partners outside the Kennedy Center. The Artistic Planning Manager will also project manage various initiatives within the Programming Department, cross-department initiatives within the Kennedy Center, and with partner organizations outside of the Kennedy Center. The Artistic Planning Manager will manage the Programming Department's annual budget and monthly projections and works closely with the Finance Department in reconciling all revenue and expenses. This position also manages a wide range of administrative, office management, and executive support for the Senior Vice President Artistic Planning.
Duties and Responsibilities:
45% Administrative Support to the SVP of Artistic Planning
Performs day-to-day administrative duties for the SVP and President's office, including screening phone calls, responses to assigned emails and phone calls as appropriate, drafting correspondence for the SVP's review, managing and updating contact files, screening, sorting and distribution of mail, adding upcoming performance/event information to the calendar, scheduling appointments, and processing invoices and expense reports.
Manages the SVP's calendar and ensures that the SVP is well-informed of upcoming events and commitments, the SVP's schedule is maintained and communicated, and internal and external constituents are provided with access as required or are appropriately referred to other members of the Programming team and/or members of the Center's leadership team.
Handles travel arrangements (domestic and international) for the SVP, as well as their expense reporting.
Researches and drafts written materials for the SVP's completion, creating professional-level materials that require minimal editing prior to presentation.
Performs such other duties as are required for the SVP or the Office of the President and supports the Administrative Assistant to the President with administrative duties as needed.
35% Artistic Planning Liaison
Acts as Artistic Planning liaison within the Programming team in order to keep business processes on schedule and ensure that all dates, obligations, and deadlines are met.
Acts as a day-to-day liaison point for the Programming Department with other key internal departments including finance, marketing/press, front and back of house, etc.
Project manages as internal and external liaison for cross-discipline/cross-department thematic programming. Ensure updates and deadlines are met amongst all departments.
Oversees day-to-day management of all internal Kennedy Center systems for the Programming Department (KCMaster, Lawson), as well as any other key systems to ensure the smooth operation of the department.
Manages and attends all Programming Department and SVP Office organized meetings, as well as cross-department, partnership, and collaboration meetings in terms of scheduling, agendas, recording minutes, developing and distributing follow-up reports, and ensures necessary cascade to aid quality information flow.
Acts as a primary bundling point for key processes around forward planning (both chronologically and financially) for the essential long-term (5 year plus) planning process.
Works with the SVP of Artistic Planning, and other key leaders, to craft necessary processes, reports and systems for the Programming Department, including appropriate intersections with the planning process and the National Symphony Orchestra (NSO) and Washington National Opera (WNO).
Works with Programming, Education, and Strategic leaders to create key processes to ensure the strategic implementation of Center-wide goals and objectives
Works closely with Operations and Production on all scheduling and implementation needs
Supports contracts, procurement, approvals, and staffing across the Programming Department
Coordinates Booking Calendar process with SVP of Artistic Planning and Booking Manager, updating planning calendar, communicates with programming event request leads to ensure information is up to date.
Fills various programmatic needs for day of show duty and advancement of shows as needed by department.
Acts as contact and control point for the broader performing arts field in DC, nationally and internationally on the behalf of the SVP of Artistic Planning, as a primary stakeholder group.
Attends designated meetings in the SVP's absence to ensure that action items are advanced and the SVP is kept abreast of developments.
15% Manager of Finance Administration
Manages the Department's annual budget and monthly projections and works closely with the Finance Department in reconciling all revenue and expenses
5% Acts as Intern Facilitator for the Programming Department, ensuring that internship placements meet all requirements from Human Resources. Supervises the Artistic Planning Intern, ensuring that all internship program requirements are met.
Bachelor's Degree required
5-7+ years' experience supporting Senior-level executives, preferably in a non-profit or arts environment
Minimum Skills and/or Knowledge Required
Strong interpersonal skills and the ability to interact with a variety of internal and external constituents
High-level organizational skills that reflect the ability to perform and prioritize multiple tasks
Excellent attention to detail
Expert level written communication skills
Strong decision-making capability
Demonstrated ability to work as a team player as well as the ability to work independently to both anticipate the SVP's needs and pre-empt problems
Knowledge of and interest in the performing arts
Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms