Artist Services Coordinator in TULSA, Oklahoma at Tulsa Community Foundation

The Artist Services Coordinator provides advanced operational, hospitality, and administrative support for artists, events, and internal programming. Working closely with the Talent Booking Manager, this role executes artist services and hospitality needs while supporting accurate administrative workflows and high-quality event delivery. The position also collaborates with the Events & Experience Manager and Creative Production Manager to ensure smooth event operations, logistics, and onsite execution.

This role requires prior experience as an event specialist, including planning, coordinating, and executing events of varying scale and complexity. Responsibilities include managing event logistics, overseeing event-day operations when assigned as Event Lead, supporting guest flow and artist hospitality, and ensuring overall operational readiness. Success in this position requires strong organizational and administrative skills, attention to detail, and the ability to adapt in fast-paced environments while upholding service and operational standards.

Essential Duties & Responsibilities

Artist Hospitality & Experience

• Advance hospitality riders and coordinate green room setup and catering.
• Coordinate artist arrivals, check-in, transportation, lodging, parking, and credentials.
• Serve as a primary liaison for artists and touring personnel.
• Ensure hospitality standards are maintained throughout events and performances.
• Troubleshoot artist hospitality and logistical needs in real time.

Artist Logistics & Coordination

• Build and distribute artist itineraries, day sheets, and event schedules.
• Coordinate schedules and artist needs with Production, Marketing, Security, and event staff.
• Coordinate dressing room assignments, meet & greets, VIP requests, and artist accommodations.
• Assist with artist settlements, merchandise coordination, and performance transitions.

Administrative Support

• Work closely with the Talent Booking Manager to coordinate artist services following talent booking.
• Execute internal talent agreements for Guthrie Green and LowDown.
• Manage contracts and related documentation using Ironclad.
• Enter and maintain event details, holds, calendars, and schedules within TripleSeat and related systems.
• Submit artist and vendor invoices for payment processing.
• Track hospitality expenses, artist settlements, buyouts, and other administrative items.
• Maintain accurate digital records, artist files, and administrative workflows.

Event Operations

• Serve as onsite event support for internal and presented events as assigned.
• Serve as Event Lead as assigned, overseeing event planning, execution, and event-day logistics.
• Support event operations by coordinating tasks and facilitating communication with Event Specialist, volunteers, and temporary personnel to ensure smooth execution.
• Coordinate with internal teams to support operational readiness and successful event execution.

Collaboration

• Collaborate closely with Talent Booking, Marketing, Creative Production, and Events teams to support artist services and operational readiness.
• Communicate updates and operational needs across departments.
• Coordinate with Marketing and Creative Production to support onsite content capture, talent access, and key event moments.
• Collaborate with community partners, sponsors, hotels, caterers, and service providers to support artist hospitality.

Qualifications

• Prior experience in events or equivalent hospitality, venue, live events, or artist services experience required.
• Experience supporting live entertainment, concerts, festivals, or artist hospitality operations required.
• Experience with TripleSeat, Ironclad, or similar event management and contract platforms preferred.
• Proficiency with Microsoft 365 tools including Outlook, Teams, SharePoint/OneDrive, and Excel.

Knowledge, Skills & Abilities

• Strong written and verbal communication skills with the ability to interact professionally with artists, agents, managers, vendors, community partners, and internal teams.
• Excellent hospitality and customer service skills with a proactive, solutions-oriented mindset.
• Ability to build positive working relationships with artists, touring personnel, and talent representatives while delivering a high-quality guest experience.
• Professional appearance, demeanor, and judgment appropriate for artist-facing and public event environments.
• Strong organizational, interpersonal, and multitasking skills with attention to detail and follow-through.
• Ability to manage multiple events, timelines, artist needs, and administrative priorities simultaneously in a fast-paced environment.
• Ability to maintain professionalism, discretion, and composure in high-pressure or rapidly changing situations.
• Strong problem-solving and conflict-resolution skills with the ability to adapt quickly to operational changes.
• Knowledge of event operations, artist hospitality standards, production coordination, and live event logistics.
• Proficiency with event management systems, contract workflows, and administrative tracking processes.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive artist, contract, or event information.
• Ability to collaborate effectively across departments while supporting event execution and artist experience initiatives.
• Ability to support event operations and coordinate tasks with event staff as assigned.

Physical Demands

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this role. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.
• Ability to lift, carry, push, and pull up to 50 lbs. for event setup, backstage support, and hospitality preparation.
• Ability to stand and walk for extended periods during events and rehearsals.
• Ability to bend, reach, stoop, and perform repetitive motions required for backstage and operational tasks.
• Manual dexterity for handling hospitality items, equipment, radios, and for performing administrative tasks such as keyboard use, mouse control, and navigating systems like Triple Seat and Iron Clad.
• Visual acuity including close vision (run-of-show documents, screens), distance vision (guest flow), peripheral vision (backstage navigation), depth perception, and the ability to adjust focus between bright and dim environments.
• Ability to work indoors and outdoors in varying weather conditions.

Work Environment

• Work occurs in office, outdoor, and public event environments.
• Exposure to loud noise levels, bright stage lighting, and low-light backstage areas.
• Frequent interaction with artists, vendors, and large crowds.
• Fast-paced, dynamic environment requiring situational awareness.
• Evening, weekend, and holiday work required.