Company Scheduler - 2027 Festival Season

Opera Theatre Of Saint Louis•Saint Louis, MO

1d•Onsite

About The Position

Opera Theatre of Saint Louis is hiring a Company Scheduler for its 2027 Festival Season. The Company Scheduler develops, maintains, and communicates the daily company schedule, balancing artistic, contractual, personnel, and operational needs so that productions and Festival activities are appropriately rehearsed and prepared for performance. As the central point of coordination for company scheduling, the Scheduler exercises independent judgment to resolve competing needs, determine when consultation is necessary, and move decisions forward. The position works closely with stage management, music staff, Artistic, Production, artists, and other departments. The Scheduler gathers and evaluates scheduling needs, monitors the use of artists, staff, rehearsal spaces, and shared resources, and tracks Young Artist scheduled hours, coachings, and overtime reporting. They maintain schedules in ArtsVision, identify and resolve conflicts and resource constraints, respond to changes, and proofread schedules for clarity and accuracy. The Scheduler also tracks scheduling requests, restrictions, decisions, follow-ups, and unresolved matters; maintains schedules in accordance with applicable collective bargaining agreements, company policies, and work rules; and tracks hours, rehearsal periods, breaks, and meal breaks. They serve as a primary contact for scheduling, manage a high-volume shared email account, communicate changes, attend relevant meetings, and maintain effective working relationships across the company. This is a seasonal, full-time, in-person position during the Festival Season. The 12-week engagement includes one week of pre-season planning and training during February–March 2027, with dates mutually agreed upon; this work may be completed remotely. The remaining 11 weeks run from April 12 through June 27, 2027, in person in St. Louis. The regular Festival Season work week is Sunday through Friday, 10:00 a.m. to 7:00 p.m., with Saturdays off. Flexibility is essential, as scheduling needs may occasionally require adjustments to regular hours. Compensation is $1,000–$1,200 per week.

Requirements

Exceptional organizational skills and attention to detail, with the ability to manage high volumes of interconnected information accurately.
Strong written, verbal, and interpersonal communication skills, including effective communication by email, Microsoft Teams, and in person.
Ability to listen to and assess competing needs, anticipate conflicts, and make sound decisions in a fast-paced environment.
Ability to work collaboratively with a range of personalities and perspectives while maintaining responsibility for company-wide priorities.
Strong working knowledge of rehearsal processes and the scheduling needs of artists, directors, conductors, music staff, stage management, and production teams.
Strong technological aptitude and willingness to learn and fully use scheduling and information-management systems.
Ability to work effectively under pressure and maintain a professional demeanor.
Flexibility to accommodate occasional adjustments to regular working hours.

Nice To Haves

Professional stage management or comparable performing arts production experience; opera experience is particularly desirable.
Familiarity with collective bargaining agreements and experience working within contractual rehearsal and work-hour provisions; experience with AGMA agreements is particularly desirable.
Experience with ArtsVision or comparable scheduling database software.

Responsibilities

Develop and maintain the Festival Season daily schedule, including rehearsals, coachings, performances, and other company activities.
Ensure productions and Festival activities receive the rehearsal time and resources needed to meet artistic and performance goals, while considering rehearsal processes and applicable work rules.
Maintain accurate, current schedule information in ArtsVision.
Gather and evaluate scheduling needs and requests from stage management, music staff, artists, Artistic, Production, and other departments.
Evaluate and negotiate competing requests, balancing production, concert, departmental, Festival-wide, contractual, personnel, and operational priorities.
Monitor schedules and utilization of artists, music staff, artistic leadership, rehearsal spaces, and other shared resources.
Track Young Artist scheduled hours and coachings to ensure coaching requirements are fulfilled, and provide accurate weekly overtime-hour reports for artist payroll.
Identify and resolve scheduling conflicts, missing information, and resource constraints with the appropriate people.
Respond to schedule changes and new information, assessing their impact on the broader company schedule.
Proofread schedules before distribution and maintain a high standard of clarity and accuracy.
Track scheduling requests, restrictions, decisions, follow-ups, and unresolved matters independently.
Maintain awareness of outstanding and upcoming scheduling needs and identify gaps before they affect Festival activities.
Follow scheduling issues through to resolution, identifying and following up on required input or action.
Develop and maintain schedules in accordance with applicable collective bargaining agreements, company policies, and established work rules.
Track scheduled hours, rehearsal periods, breaks, meal breaks, and other applicable limitations to identify potential conflicts or violations before schedules are finalized.
Maintain working knowledge of applicable AGMA scheduling provisions and other relevant agreements, consulting Artistic Administration when interpretation or clarification is needed.
Serve as a primary point of contact for Festival Season scheduling matters.
Manage a high-volume shared scheduling email account by triaging requests, identifying actions, maintaining clear ownership, and tracking items through completion.
Communicate scheduling changes and relevant information promptly, clearly, and accurately to appropriate parties.
Maintain effective working relationships across stage management, music staff, artists, Artistic, Production, and administrative staff while navigating differing priorities and working styles.
Attend scheduling and other relevant meetings to gather information, understand scheduling needs, and track decisions affecting the schedule.