Concerts Coordinator

Overview of the OrganisationThe Philharmonia Orchestra is one of the world’s great orchestras and has been creating thrillingperformances for a global audience since 1945.  Artistic Leadership  Celebrated young Finn Santtu-Matias Rouvali is our Principal Conductor. Santtu follows in the footsteps of great artists including Herbert von Karajan, Otto Klemperer and Riccardo Muti. His immediate predecessor Esa-Pekka Salonen is our Conductor Laureate, and Christoph von Dohnányi is our Honorary Conductor for Life. In 2023, Marin Alsop joined the Philharmonia family as Principal Guest Conductor.  

This inspirational artistic leadership is at the core of our work on the concert platform, which we then complement with a diverse range of titled artists which change season by season; in 2024/25 our Artist in Residence is movement artist, choreographer, performer and collaborator, Vidya Patel.

Our Featured Artist is violinist Nemanja Radulović. Together with the orchestra, these artists help us shape a programme of performances and projects of the highest quality and distinctiveness.  Organisational Overview The Philharmonia is a registered charity and as one of the four London self-governing symphonyorchestras comprises 80 musicians from 16 countries. The Board is led by Lord King of Lothbury and includes a strong player voice through members of the orchestral committee headed up by President Cheremie Hamilton-Miller. The management team of 40 administrative and backstage staff is led by CEO Thorben Dittes and an Executive Team of six. 

Our artistic home is the Southbank Centre in the heart of London, where we give around 35 performances a year. We also have residencies in Bedford, Leicester, Canterbury, and Basingstoke, encompassing longstanding Learning & Engagement projects as well as regular concerts. 

Additionally, the orchestra is resident at Garsington Opera and the Three Choirs Festival. From our administrative base in Bankside, we create around 250 projects and performances annually and in 2023/24 around 160,000 experienced the Philharmonia sound live.  

From LPs to Virtual Reality, we have always been pioneers in using technology to bring our music to the widest possible audience. We have 1 million listeners each month on Spotify, over 500,000 social media followers, and a vibrant YouTube channel with annual viewing figures of almost 3 million.

Position SummaryThe Philharmonia Orchestra is seeking to appoint an enthusiastic and experienced Concerts Coordinator. This role presents a rare opportunity to work for one of the world’s leading orchestras, alongside celebrated conductors and soloists. The position will support all aspects of the Concerts Department’s operational activity; from concerts at the Royal Festival Hall to the Orchestra’s thriving residencies in Bedford, Leicester, Canterbury, Basingstoke, Three Choirs Festival and Garsington Opera, as well as other UK engagements, international touring and studio and recording work.

Key ResponsibilitiesConcert Production:

• Managing the Orchestra’s chamber music series (at the RFH and beyond) and contemporary music performances, with oversight from the Senior Concerts’ Manager;
• Responsible for the project management, or support, of some external hires, Digital, Learning and Engagement projects;
• Booking rehearsal halls and recording venues within the UK, according to the requirements of the schedule and making associated arrangements for logistics, artists and orchestral musicians;
• Assisting with budget preparation, collating and coding of invoices, MU consent forms;
• Providing concert support for own-promotions, engagements and special events (e.g. those taking place outside of the traditional concert hall environment);
• Drafting and monitoring contracts for artists, promoters and venues, as required;
• Coordinating technical riders, as required;
• Making travel and hotel bookings for artists as required;
• Making logistical arrangements (incl car parking lists, tickets, dressing rooms, instrument hire, etc).

Schedule Coordination:

• Managing the process of the Orchestra’s monthly schedule issuance, with departmental colleagues;
• Preparing conductors’ and artists’ schedules, as required.

International Tours

• Drawing-up travel and hotel lists to the required deadlines and coordinating individual players’ travel requirements, as necessary;
• Liaising with hotels, agents and promoters to ensure the Orchestra’s logistical and accommodation requirements are met;
• Collating and drawing-up the Orchestra’s instrument loading list, preparing and applying for ATA Carnets, obtaining export licences, as required;
• Negotiating and making hotel bookings for artists, as required;
• Liaising with the stage and transport team regarding arrangements for the truck overseas, including parking and permits;
• Researching and obtaining visas and work permits, and second passports for Artists and musicians in a timely manner, as required;
• Assisting with applications for tax documentation and withholding tax certificates as directed,including documentation from HMRC.

Other:

• Assisting the Senior Concerts’ Manager with any new Member visa requirements;
• Undertaking such other duties as may reasonably be required by the Company;
• Uphold and demonstrate the Orchestra’s values.

Skills and QualificationsEssential:

• Have a demonstrable passion for western classical music, and orchestras;
• At least 2-3 years’ experience working with orchestras or classical music organisations;
• Eager to learn and develop new skills;
• Meticulous attention to detail;
• Self-motivated and a diligent worker;
• Good organisational skills and time management;
• Excellent interpersonal skills, both written and verbal;
• Ability to work as part of a team;
• Willingness to have a hands-on attitude during projects;
• Good IT proficiency, including the ability to pick-up new operating systems quickly;
• Willingness to work unsocial hours, including evenings and weekends;
• Willingness to travel outside London, as required.

Desirable:

• Ability to read music;
• Basic understanding of budgeting and finance systems;
• Current and clean UK driving licence.

Please email your CV and Cover Letter to philharmoniahr@thehrhub.co.uk