Rehearsal Assistant

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:

• Rehearsal Assistant (general duties shared by the Rehearsal Department)
• Provides a welcoming and friendly environment for guest artists, company members, patrons and volunteers.
• Covers the rehearsal office so that there is a staff member physically present at all times during an opera related activity (i.e. rehearsal or performance) either on or off-site.
• Fields questions from artists while they are in San Francisco and directs artists to the proper person when appropriate.
• Distributes, posts, & archives the daily, weekly, and bi-weekly schedules (may assist in cross-referencing/editing certain schedules)
• Covers child-related issues: managing start/end times for studio school, communicating with teachers/parents/wranglers, scheduling & training wranglers/teachers for show running.
• Assists in obtaining Critical Factor information for upcoming seasons and maintains the Critical Factor drive / show archives
• Understands & has a general awareness of all scheduled activities on a daily basis.
• 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.
• Collects information for principal artist / staff contact sheets and maintains them on a per-show basis.
• Inputs releases into the release database
• Retrieves and distributes mail, invitations, flowers/gifts, and phone message/package notifications to artists/staff.
• Administers & maintains incident report paperwork; disseminates incident report/workers comp documentation to the proper parties.
• Prepares the performance sign-in sheets for on-call/on-duty staff members (Managing Directors, Executive, Artistic, Music Staff, Tech), In-house Doctor, Covers, Studio Teachers, Wranglers, & Child Chorus Reps/Chaperones.
• 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
• Compiles a list of scheduled donors attending rehearsals and provides Development with rehearsal access credentials.
• Compiles a ticket voucher list for Artists Guests for open final dress rehearsals; works the Artist Guest door or in the office for final dress rehearsals to distribute vouchers & to confirm that all guest admittance policies are being observed.
• Creates principal artist overview charts & free day assignment documents; assists with scheduling same day rehearsal spaces, coaching studios, & dressing roomsas well as booking conference room requests into the Outlook calendar.

SECONDARY FUNCTIONS:

• Remains accessible to the Supernumerary/Facilities Coordinator to assist in the search for & general managing of Supernumeraries as well as assisting with minor Facility issues.
• Greets guest artists upon arrival to WMOH and assists with the Meet & Greet information/script.
• Assists in scheduling Wilsey Center events & booking the Wilsey Large Conference Room.
• 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
• Compiles ID badge requests for artists, staff, spouses and/or families, house doctors, child supers, child chorus organizations, studio teachers, wranglers, and chaperones.
• 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
• 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
• Ability to work collaboratively and diplomatically in a team and with others; to establish effective working relationships and interact effectively with a wide range of personalities and working styles
• Ability to take initiative and work with confidence; to anticipate and solve problems quickly
• Must maintain a high level of confidentiality
• Must have an aptitude to communicate in a clear, professional and patient manner by phone, in writing and in person
• Must be able to work a flexible schedule, including weekends, late night services, and split-shifts
• Must be able to recall a large quantity of names, dates and times
• Proficiency in MS Word, Excel and Outlook & an understanding of Google Docs / general database programs.
• Knowledge of foreign languages, particularly German, Italian, or French desirable
• 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

Salary : $25 - $26