Artist Services Coordinator

Job Opening

Artist Services Coordinator


The Artist Services Coordinator will receive a unique introduction to the world of event coordination in the not-for-profit sector. Reporting to the Artistic Director, the ASC plays a key role in ensuring that all the artists at the festival enjoy a professional, well-organized and stress-free experience. The ASC implements pre-engagement arrangements for artist travel, accommodation and hospitality, as well as coordinating their activities leading to their performance. Other responsibilities include assisting the Artistic Director in contract preparation, and assisting the Festival Producer and Production Manager in duties related to event production such as schedule preparation, departmental database management, rehearsal arrangements and green room management. The Artist Services Coordinator plays an important role, and gains insight into the process of supporting and enabling a wide range of artists from Vancouver and around the world to present their work in the context of a professional, thoughtful and carefully curated festival with high artistic and production standards.

This is a permanent part-time position (3 days or 22.5 hours a week) with increased hours (inclusive of evenings & weekends) during the July festival (July 9-19, 2020) and for special events throughout the year.


Office Coordination

  • Under direction of the Artistic Director and the Festival Producer, assist in processing and management of artist contracts, and interpret and fulfill Artists’ contract riders as they pertain to artist comfort. Communicate with artist management to coordinate artist travel, housing and hospitality.
  • Liaise with artists to coordinate and compile biographical profiles. Research artists to provide event moderators and festival communications team with pertinent background information and relevant news/reviews on artists.
  • Transportation related duties include researching and booking of plane tickets for international artists, working with travel/visa agents where required, organizing or personally doing airport pick-up/drop-off and greenroom set-up, as well as organizing timely artist transportation to rehearsals, receptions and performance.
  • Accommodation related duties include working with the festival’s hotel partners to organize and book suitable accommodation for festival artists.
  • Communicate regularly with Festival Producer regarding artist schedule and needs, and create artist itineraries and welcome/info packs.
  • Oversee green room set-up and hospitality, ensuring any artist green room riders are observed.
  • Ensure that Finance Manager receives all payment related information to enable smooth payment of artists, and handing cheques and per diems to artists where required.
  • Assist Production Manager with coordination of production elements including generating daily schedules, venue and instrument/tech arrangements, audio/visual requirements, communicating specifications and deadlines clearly to ensure that the production team is able to properly execute according to artist’s vision.
  • Maintain current artist files and databases and communicate these with the rest of the team and satisfy reporting obligations required by the festival and its funders.
  • Liaise with Audience Services Coordinator to arrange artist sales merchandise.

Skills & Qualifications

  • Embody our vision and ensure that all artists are respected, cared for and made to feel welcome
  • Be a great communicator with the ability to work autonomously yet contribute as a key member of our team
  • Take initiative and contribute to the smooth running of our organization that provides high-quality service to our artists. Quickly and calmly solve problems that may arise
  • Be familiar with Microsoft Word and Excel and have an ease and attention to detail with maintaining databases
  • Have a high level of organization and attention to detail to ensure precise and efficient arrangements
  • Strong written and verbal communication and the ability to interact with artists and management
  • Ability to show tact and diplomacy when dealing with artists, partner organizations, contacts, volunteers and audiences
  • Knowledge of South Asian arts and artists and their staging/performance is a plus, as is a degree/experience in arts management
  • License to drive in British Columbia is a plus
  • Experience working in production/travel/hospitality environments is a plus
  • Must enjoy the company of artists, be at ease with, and respectful of a diverse range of people
  • Sense of humour, a cool head and problem solving skills a must

Working Conditions

The ISAS office is one big open concept room, with lots of natural light (including skylights). It is filled with colourful art, and easily heats/cools to a comfortable temperature.
The office is up a two-part flight of stairs, with no elevator. There is a private single bathroom for our team, which is not wheelchair accessible. There is a small, clean, working kitchen, and the office is located near major bus routes.
We have a scent-free office policy in place, which is navigated by the team as needed.
Work days for this position are: Tuesday, Wednesday, Thursday
There is an expectation that all staff will be in-office from 10am-4pm on scheduled work days: start and end times outside of these hours are flexible.
Requires flexible schedule, being available for evenings, weekends or as needed/on-call during the festival July 9-19, while also scheduling office time during the week.
This position is not physical-labor intensive, but occasional lifting of materials and light artist’s gear (30 pounds) can be expected when working events. The office is an open concept office with an open door policy.
If you have any access needs not addressed we encourage you to speak with us about it.


$20/hr + health benefits + vacation time
Average 3 days a week
Increased hours during event production periods

To Apply

We are alert and sensitive to the issue of fair and equitable treatment for all, and ISAS has a special concern with the participation and advancement of members of four designated groups that have traditionally been disadvantaged in employment: women, visible minorities, Indigenous peoples and persons with disabilities. As a result, the Society reserves the right to give preferential treatment during the hiring process to such aforementioned groups in efforts to eliminate under representation of those designated groups in the workplace.

Application Deadline: January 15, 2020
Start Date: Feb 17, 2020
E-mail your application quoting job ‘Artist Services Coordinator’ to:


Please respond with:

  1. A cover letter outlining the qualifications and experience
  2. A resume.

We thank all applicants, however, only those being considered for an interview will be contacted directly.