Rehearsal 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. Performance running is a priority

ESSENTIAL JOB FUNCTIONS:

• Covers the rehearsal office so that there is always a staff member present during an opera related activity
• Greets guest artists upon arrival to the War Memorial Opera House (WMOH) and directs or escorts artists to rehearsal spaces both within the WMOH grounds and external venues; fields questions from artists while they are in San Francisco and assists in directing them to the proper company member if/when appropriate
• Assists with scheduling same day rehearsal spaces, coaching studios, & dressing rooms—as well as booking conference room requests into the Outlook calendars
• Unlocks the rehearsal spaces, coaching studios, & dressing rooms at the WMOH and reports any maintenance issues
• Distributes, posts, & archives the daily and weekly schedules; frequently cross-references schedules
• Understands & has a general awareness of all scheduled activities on a daily basis
• Assists in collecting 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
• Administers & maintains incident report paperwork; disseminates incident report/workers comp documentation to the proper parties
• 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.
• Creates and changes the dressing room placards according to the onstage rehearsal or performance, after posting the dressing room assignments
• Compiles a backstage guest list for each performance, updates this list throughout the performance, and prepares the backstage guest list for the door guards
• Covers child-related/Supernumerary Management: 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); prepares sign-ins for Adult Supernumeraries, as well as runs shows where Supers/Children are involved
• 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

SHARED REHEARSAL DEPARTMENT FUNCTIONS:

• Collaborates, when necessary, with the Artistic Department to ensure that the personal needs of artists/production teams are met--such as doctor visits, food, medicine, transportation
• Prints and distributes Rehearsal Department reference cards containing important phone numbers & email addresses
• Maintains the Rehearsal Department Call Board by posting the current version of pertinent information
• Remains accessible to the Rehearsal Department to assist in the search for & general managing of Supernumeraries as well as supernumerary database input
• Creates backstage access passes for the company and maintains the access requests database
• 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 inventorying, ordering, and purchasing office, hospitality, & medical supplies
• Performs other job-related duties as assigned

EQUIPMENT OR MACHINES, IF ANY, THAT MUST BE OPERATED TO PERFORM THE POSITION ACCEPTABLY:

• Computer, printer/copier, multiple-line telephone, multiple-line radio/receiver, and other general office equipment & machines

WORKING CONDITIONS:

• Indoors with temperature and noise levels typical of this environment
  • Seasonal location is directly off-stage & adjacent to the Stage Door
  • Technical, catering, and mail-room delivery noise is a regular occurrence
  • Opera Singing and/or Opera recordings are heard/played daily
• Group Office setting with much foot traffic and distractions
• The Rehearsal Department office moves within the War Memorial Opera House building twice a year due to Seasonal requirements/constituent residency

EDUCATION & EXPERIENCE:

• Bachelors degree from an accredited college or university or equivalent work experience
• 3-5 years of stage-related experience in theatre, opera, music, and/or performance arts
• Opera repertoire / opera repertory scheduling is preferred

PREREQUISITE SKILLS & REQUIREMENTS:

• Provides a welcoming and friendly environment for guest artists, company members, patrons, and volunteers, along with nurturing new hires within the Rehearsal Department
• Ability to anticipate & solve problems quickly, with an aptitude for crisis management; presenting a professional demeanor under pressure and maintaining a high level of confidentiality
• Must be able to set priorities; coordinate multiple projects simultaneously, and meet firm deadlines
• Ability to work collaboratively and diplomatically in a team and with others, to take initiative/work with confidence, and to establish effective working relationships while interacting with a wide range of personalities and working styles
• Must have reliable daily attendance and punctuality, as well as a professional appearance
• Must have an aptitude to communicate in a clear, professional and patient manner by phone, in writing, and in person; as well as being able to recall a large quantity of names, dates and times
• Proficiency in MS Word, Excel and Outlook & an understanding of web-based applications
• General knowledge of foreign languages is a plus, particularly German, Italian, or French
• 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 onstage 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
• Must be able to work a flexible schedule, including weekends, late night services, & split-shifts when applicable