Job Title: Assistant Manager of Rehearsal Planning & Artist Services
Reports To: Manager of Rehearsal Planning & Artist Services
Classification: Full-time, Exempt
Prepared Date: May 2022
SUMMARY: The Assistant Manager of Rehearsal Planning & Artist Services manages scheduling and facilitates communication for all company rehearsals, performances, and events, and works closely with the Manager of Rehearsal Planning & Artist Services to provide the highest level of service to HGO’s artists. Primary responsibilities include preparing and maintaining production calendars in ArtsVision, coordinating company event logistics across departments, overseeing artists’ arrivals and departure logistics, and responding to artists’ day-to-day needs as a member of the Rehearsal Planning & Artist Services team.
ESSENTIAL DUTIES and RESPONSIBILITIES:
• Working closely with members of the Artistic and Production departments, creates and maintains HGO production calendars and schedules (including production, orchestra, chorus, children’s chorus, super, and dancer calendars) in ArtsVision. Attends the company’s weekly scheduling meeting.
• Schedules Production Meetings and Artist Orientations for each production.
• Forecasts use of HGO’s rehearsal rooms and works together with the Rehearsal Coordinator to ensure adequate space availability for rehearsals and events.
• Manages and onboards light walkers and child wranglers. Administers payroll for supernumeraries, light walkers, child wranglers, specialty performers, including the submission of finance paperwork for these employees.
• Maintains the company events calendar in ArtsVision, liaising with other HGO departments regarding their scheduling and event logistics needs such as space allocation, technical set ups, and artist availability.
• Oversees the coordination of and contracting for HGO’s use of front of house spaces within the Wortham Theater Center for company events.
• Coordinates the scheduling of all auditions (principals, chorus, orchestra, dancers, children’s chorus, supers) in conjunction with the Associate Director of Artistic Planning, Music Administrator, and Associate Artistic Administrator.
• Serves as the company’s primary contact and logistical coordinator with the HGO Guild Hospitality Committee, including offsite evening and weekend meetings.
• Manages artists’ arrival and departure logistics (airport transportation, apartment check-ins, etc) in collaboration with the Artist Services Coordinator.
• Coordinates creative team members’ opening night bow seats and coordinates artists’ attendance at opening night parties.
• Completes artist visa petitions as directed by the Manager of Rehearsal Planning & Artist Services.
• Works with the Audiences and Philanthropy departments to coordinate and schedule requests for artist interviews and involvement in company events.
• Coordinates the solicitation of artist signatures for Philanthropy gifts and auction items.
• Negotiates with outside organizations for the use of HGO’s rehearsal spaces while ensuring that HGO’s needs for these spaces can be met, including preparation and administration of contracts for the use of such spaces.
• Prepares the daily schedule as needed on an emergency basis.
• Provides occasional transportation for artists to HGO events or work-related appointments as-needed.
• Serves on artist duty on a rotating basis for onstage rehearsals and performances. Serves as a member of the first aid team during artist duty services.
• With the Manager of Rehearsal Planning & Artist Services, assumes duties of the Rehearsal Coordinator and Artist Services Coordinator as necessary to keep the department running smoothly. In the Manager of Rehearsal Planning & Artist Services’ absence, assumes duties of the that position as needed.
Serves as a member of the artist services team, responding to all artist requests promptly and thoroughly to ensure their focus and concentration on the production.
ESSENTIAL JOB QUALIFICATIONS:
Bachelor’s degree (will accept equivalent experience in lieu of education) plus 2-4 years’ experience in production administration, stage management, or artistic administration with a professional arts organization. Knowledge of opera and previous experience in an opera company are beneficial. Scheduling experience preferred. Proficiency in Microsoft Office programs, including Word, Excel, Outlook. Experience with ArtsVision a plus. Reliable transportation required. Must have flexible schedule during production periods, with the capacity to work additional hours and/or remain on-call during peak times, including evenings and weekends.
SPECIAL JOB CHARACTERISTICS:
Candidate must be a highly motivated self-starter with strong organizational skills and a proven ability to work both independently and as a member of a team. Able to be a calming, rational presence with a wide range of artistic personalities. Ability to quickly analyze problems and present solutions. Strong verbal and written communication skills. Must be able to negotiate diplomatically with artists, managers, staff, and outside organizations. Must have the ability to pay close attention to detail while working with calendars and other documents that require 100% accuracy before they are distributed. Must be enthusiastic about taking personal initiative to reach out and help artists with a wide variety of scheduling and personal needs, and personally follow every task to completion.
Houston Grand Opera is an Equal Opportunity Employer. Candidates for employment are considered without regard to race, color, sex, creed, religion, national origin, sexual preference, age, non-job related disability, or marital status.