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Rehearsal Assistant (Seasonal, Part-Time)
SUBMITTED DATE: 6/18/2019

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.

EDUCATION & EXPERIENCE:

• Bachelor’s 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

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 rooms—as well as booking conference room requests into the Outlook calendar.

SECONDARY FUNCTIONS:

• 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

For more information, visit: https://sfopera.com/about-us/employment/rehearsal-assistant-seasonal-part-time/


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Questions about Membership or this application? Please contact Vincent Covatto, organizational membership manager, at VCovatto@operaamerica.org or by calling 646.699.5237.
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