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Rehearsal Department Assistant

San Francisco Opera
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REHEARSAL DEPARTMENT ASSISTANT

 

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.