The Position  

The Performance and Planning Associate (PPA) with the KI Concerts division of Headfirst Companies is a seasonal hourly team member responsible for supporting the delivery of high-quality tour programs which meet and exceed the expectations of our client director/group leaders and their travelers and retaining that business into future years. As a member of the Operations team, the PPA works cross-functionally with stakeholders inside and outside of the organization, to support the day-to-day management of tour details ahead of and during each KI Concerts tour program, and to support individual tour participants. Reporting to the Director of Programs, the PPA works closely day-to-day with, and takes direction from, the primary team members assigned to each group, the Performance & Planning Managers (PPM), in what support is needed, in addition to being fully responsible for the management and execution of certain planning components. The world of performance touring is dynamic, and the PPA will also be expected to assist with other responsibilities as requested/assigned.  

This is a temporary 30 hours/week role that is expected to last for 7 months, beginning November 15, 2026 and ending on July 15, 2026. This position can be based in KI Concerts/Headfirst’s DC office or remote.  

Who We Are (and Why You’ll Love Being Part of It)

At KI Concerts, we orchestrate once-in-a-lifetime journeys where music meets the world. For over 40 years, we’ve worked to create unforgettable international performance tours for choirs, bands, and orchestras. Think audience-filled concerts in iconic venues, spontaneous standing ovations, and the kind of cultural discovery that sticks with you forever. We’re passionate about crafting experiences that change lives—and we put our ensemble Directors (and teammates!) at the center of it all. Whether it’s the first note of a concert or the final farewell in a new city, we make magic happen. KI Concerts is proud to be part of Headfirst Companies, a Washington, DC-based family of businesses that exists to inspire the personal best in people of every age, background, and experience.

If you believe in the power of music, travel, and jaw-dropping "I can’t believe we just did that" moments—this is the place for you.

The Work  

Tour Planning Management 

• Maintain consistent, open communication between Operations team members; take a lead role in building, refining, and implementing efficient and effective processes (through regular briefings and/or collection of standardized cross-functional forms) to ensure smooth management of groups by the Operations team, and in the handoff from Sales to Operations 

• Create tour itinerary proposal incorporating items handed off from Sales and notes from the PPM 

• Work directly with the client and PPM, as well as partners in destination countries, to create a room list for each hotel where the group will stay overnight. 

• Liaise with the Finance team to ensure any upgrades are paid for by clients 

• Continue to manage any changes up until the tour departure. 

• Update dietary restrictions provided by participants, and ensure updated information is provided to vendors. This may include communicating directly with individual participants regarding these restrictions. 

• Working with the individual participants and vendors on arrangements for participants needing medical or mobility accommodations. 

• Source and book vendors for bus transportation between a group’s school or hometown and the US airport where they will depart for their program 

• Create an electronic program for each group’s performances, using a Canva template provided by the Marketing team’ 

• This involves gathering essential details from the client and land operator, and ensuring that the information is provided to the land operator in a timely manner pre-tour. 

• As needed, the PPA may also need to create promotional materials for the land operator to use in advertising the group’s performances. 

• Maintain regular communication with Air department to ensure a clear understanding of any applicable Air deviations and upgrades 

• Support in answering questions about the tour from individual participants. These are generally related to hotel information, dietary restrictions, passports, wifi availability and similar.  

Tour Launch Management 

• Support in creating a “Director’s Handbook” to client a minimum of two weeks prior to travel, which includes final confirmed version of the itinerary, plus all key additional tour details such as (1) airport procedures for departure, connection and arrival, (2) contact information to include KI Concerts after-hours emergency number and the mobile number(s) for tour guide(s), and (3) a detailed performance briefing crated by Performance department.  

Post-Tour Experience Management 

• Send evaluation to client within 1 week of group’s return and follow up with client until completed (expectation is 90% of total surveys for the year will be completed).  

Overarching Program Management & Cross-Functional Support 

• Update and develop training and process materials for the PPA role. 

• Run regular reports for team members and management 

• Create & update itinerary libraries 

• Assist with creating proposals for potential clients 

• Other duties as assigned. 

The Requirements 

• Bachelor’s degree encouraged, with a concentration in music, business, management, or related field viewed favorably. 

• At least 3 years of relevant professional experience in operations, event coordination, travel, or other related field.  

• Experience in the music industry, specifically classical music or music education 

• Strong interpersonal and written and verbal communication skills; ability to communicate clearly and effectively with internal staff and management with limited managerial oversight. 

• Excellent attention to detail. 

• Ability to problem-solve and apply previous take-aways and lessons learned to similar problems when they reoccur. 

• Capacity to manage multiple work streams in an organized manner, adhere to strict deadlines, and coordinate with/communicate urgency to colleagues and other stakeholders to ensure mission-critical tasks and projects stay on track. 

• Ability to think ahead to how issues and decisions will impact customer experience and budgetary objectives, and to exercise good judgment to balance competing experiential and operational interests. 

• General knowledge and understanding of international performance travel industry and the global destinations to which KI Concerts clients travel. Personal travel experience to these destinations is a plus. 

Headfirst Companies are proud to be Equal Opportunity Employers. We value diversity and inclusivity across our Headfirst community, and we strongly encourage individuals from underrepresented groups to apply.