Rehearsal Department Assistant
DESCRIPTION
DESCRIPTION
PURPOSE: To provide support for guest artists and staff members by assisting in the scheduling process and the general facilitation and needs of rehearsals, performances, and performers.
ESSENTIAL JOB FUNCTIONS:
Fields questions from artists while they are in San Francisco and directs artists to the proper person when appropriate.
Covers the rehearsal office so that there is always a staff member physically present during an opera related activity.
Distributes, posts, & archives the daily, weekly, and bi-weekly schedules.
Understands & has a general awareness of all scheduled activities on a daily basis.
Collects information for principal artist / staff contact sheets and maintains them on a per-show basis; inputs releases into the database
Retrieves and distributes mail, invitations, flowers/gifts, and phone message/package notifications to artists/staff.
Creates principal artist overview charts & free day assignment documents; assists with scheduling same day rehearsal spaces, coaching studios, & dressing rooms—as well as booking conference room requests into the Outlook calendar.
Administers & maintains incident report paperwork; disseminates incident report/workers comp documentation to the proper parties.
Works the Artist Guest door or in-office for final dress rehearsals to distribute vouchers & to manage all guest admittance policies.
Show Based: Assists in ensuring that all artists are accounted for prior to rehearsals and performances; contacts all principal artists & the maestro the morning of each performance to confirm wellness, call times, and backstage guests. Compiles a backstage guest list for each performance, updates this list throughout the performance, and prepares the backstage guest list/passes for the door guards Assists in the preparation of the performance sign-in sheets for on-call/on-duty staff members (Executive, Managing Directors, Artistic, Music Staff, Tech), In-house Doctor, & Covers.
SECONDARY FUNCTIONS:
Greets guest artists upon arrival to WMOH and assists the Artistic Department in presenting artists with arrival information.
Unlocks the rehearsal spaces, coaching studios, & dressing rooms at the WMOH and reports any maintenance issues.
Directs and/or escorts artists to rehearsal spaces both within the WMOH grounds and external venues.
Prints and distributes Rehearsal Department reference cards containing important phone numbers & email addresses.
Helps to compile ID badge requests; handles personal needs of artists/production teams when necessary, such as: food, medicine, taxis.
Creates and changes the dressing room placards according to the onstage rehearsal or performance.
Maintains the Rehearsal Department Call Board by posting the current version of pertinent information.
Covers child-related issues: managing start/end times for studio school, communicating with teachers/parents/wranglers, training wranglers/teachers for show running (occasionally acts as a child wrangler for a rehearsal or performance).
Remains accessible to the Rehearsal Department to assist in the search for & general managing of Supernumeraries.
Supports the Rehearsal Department with critical factors research, general maintenance issues, parking, and security.
Assists Security and House Management with access and/or clearance for guests or unescorted opera patrons.
Responsible for general office maintenance; assists in ordering or purchasing office, hospitality, & medical supplies.
Performs other job-related duties as assigned.
Qualifications
EDUCATION & EXPERIENCE:
Bachelors degree from an accredited college or university or equivalent work experience
Minimum two years of stage related experience in theatre, opera, music, or performance arts desired
Experience in opera / music and the performing arts preferred
Knowledge of opera production scheduling and opera repertoire preferable
PREREQUISITE SKILLS & REQUIREMENTS:
Must have reliable daily attendance and punctuality, as well as a professional appearance.
Must maintain a high level of confidentiality.
Provides a welcoming and friendly environment for guest artists, company members, patrons and volunteers; must be able to recall a large quantity of names, dates and times.
Ability to anticipate & solve problems quickly, with an aptitude for crisis management, maintaining a professional demeanor under pressure.
Must have an aptitude to communicate in a clear, professional and patient manner by phone, in writing and in person.
Ability to work collaboratively and diplomatically in a team and with others, to take initiative / work with confidence, and to establish effective working relationships and interact effectively with a wide range of personalities and working styles.
Must be able to set priorities; coordinate multiple projects simultaneously, meet firm deadlines.
Must be able to work a flexible schedule, including weekends, late night services, and split shifts.
Proficiency in MS Word, Excel and Outlook & an understanding of web-based applications.
Knowledge of foreign languages, particularly German, Italian, or French desirable, but not necessary.
Must perform the functions of the position in a safe manner while working in an environment with a high level of noise and distractions.
Must have the ability to work in onstage conditions: to see clearly in low-light situations such as are common backstage and in the theatre; walk and stand on complex stage settings throughout day-to-day activities.
Ability to sit at a computer/desk for up to eight hours per day; must be able to deliver schedules and escort artists to rehearsal spaces.
BENEFITS
Pay Range: $24 - $25 Hourly
HOW TO APPLY
Application Email/Link: www.paycomonline.net/v4/ats/web.php/jobs/ViewJobDetails?job=107418&clientkey=205B4020D376C6954BB74A7E7242F35F