Artistic and Production Operations Manager

Company: Opera San José

Company Location: San José, CA

Job Location: On Site/In Person

Job Type: Full Time

Date Posted: August 29, 2025

Network(s): Artistic Administration

DESCRIPTION

Reports to: Director of Production and Associate Director of Artistic and Music Operations

Location: Opera San José, San José, California

Description

Opera San José seeks a highly organized and solutions-oriented Artistic and Production Operations Manager to oversee and coordinate the administrative and logistical functions that support the company’s Artistic and Production departments. This mid-level position plays a vital role in ensuring OSJ’s rehearsals, performances, rentals, and community programs run smoothly and efficiently.

Reporting jointly to the Director of Production and the Associate Director of Artistic and Music Operations, the Manager will serve as the operational linchpin between departments—facilitating schedules, artist services, production communications, and contracting processes. This is an ideal opportunity for a motivated professional with experience in live performance logistics who wants to contribute meaningfully to both the creative and technical execution of opera.

Key Responsibilities

Company-Wide Scheduling & Calendar Oversight

• Manage and update the company-wide master calendar including rehearsals, tech schedules, performances, and special events

• Coordinate and communicate all schedule updates across Artistic, Production, Music, and Administrative teams

• Anticipate conflicts and proactively propose solutions in collaboration with department heads

Production and Rehearsal Logistics

• Serve as lead coordinator for all rehearsal space scheduling, orchestra setups, and venue access needs

• Act as liaison with California Theatre and other venues for backstage logistics, security, and artist services

• Coordinate supertitles support, backstage hospitality, and production-related logistics

Artist & Crew Support

• Oversee travel, housing, hospitality, and general services for visiting artists, designers, and overhire crew

• Serve as point-of-contact for artists and production personnel on-site during rehearsal and performance periods

• Ensure timely dissemination of daily schedules, call times, and internal memos

Contracting & Administrative Oversight

• Draft and administer contracts for artists, creative teams, and production staff as assigned

• Track deliverables, payments, and reimbursements; process invoices and per diems with finance team support

• Maintain digital records, design archives, production history database, and artistic/technical inventory lists

Interdepartmental Communication

• Prepare agendas and notes for Artistic and Production department meetings

• Ensure the Artistic and Production teams are aligned in weekly and long-term planning

• Support internal coordination for community events, donor-facing programs, and auditions

Rental & Revenue Support

• Assist in tracking and coordinating OSJ’s set, prop, and costume rentals and build-for-hire activities

• Maintain accurate inventory records and support catalog updates with scenic and costume shops

Apartment Rental Program

• Oversee Opera San José’s apartment rental program in coordination with the contract rental manager

• Ensure apartments are cleaned, stocked, and prepared for external renters when not occupied by artists

Other Duties

• Serve as rehearsal or event stage manager for community concerts and lab productions as needed

• Provide cross-functional administrative support for production planning, artistic operations, and strategic initiatives

• Other duties as assigned

Qualifications

• 3–5 years of experience in arts administration, stage or production management, or artistic operations

• Proven ability to manage complex schedules, people, and priorities

• Strong communication and interpersonal skills across departments and artist relationships

• Experience with contract creation and vendor/artist services preferred

• High attention to detail and ability to anticipate logistical challenges

• Proficiency in Google Workspace, Microsoft Office; familiarity with project management or calendar tools

• Knowledge of opera and/or classical music a plus

• Ability to lift 25 lbs and work evenings/weekends during production weeks

Compensation

Salary range: $69,000–$75,000

This position is classified as salaried exempt, which will be paid an annual salary and is not eligible for overtime pay. This position is eligible for company benefits, which currently include 15 days vacation, generous sick and holiday time, 403b savings with a 3% match, employer-sponsored health plans with a shared premium, and pre-tax flexible spending accounts. Professional development opportunities are available and encouraged for all employees. Benefits may change from time to time as Management determines

Location & Hours

This role is based in San José, CA. Work is primarily in person at OSJ’s scene shop, costume shop, rehearsal studio, and the California Theatre. Evening and weekend availability is required during production periods.

Opera San José is an equal opportunity employer. It is our strong belief that equal opportunity for all employees is central to the continuing success of our organization. We will not discriminate against an employee or applicant for employment because of race, religion, gender, national origin, ethnicity, age, physical disabilities, political affiliation, sexual orientation, gender identity or expression, marital status, or veteran status in hiring, promoting, training, benefits, recommendations, rate of pay or other forms of compensation. Opportunity is provided to all employees based on qualifications and job requirements.

To Apply: Please submit your resume and cover letter outlining your interest at www.operasj.org/careers

BENEFITS

Pay Range: $69,000 - $75,000 Annual