Operations Coordinator

Ravinia Festival Association•Highland Park, IL

10d•Onsite

About The Position

The Operations Coordinator plays an integral role in coordinating the day-to-day operations of performances presented throughout the season and overseeing the Production department’s assistant staff. This position also serves as the primary liaison with the Chicago Symphony Orchestra during the season. Based on the concert schedule, this position will be working 40 - 60 hours per week for 15 weeks. This position is paid bi-weekly.

Requirements

Background in hospitality, event planning, or concert operations
Experience working in live events (from the performance or arts management end)
Ability to work well as part of a team and independently
Excellent communication, attention to detail, and organizational skills
Creative problem-solving skills
Ability to multi-task in a fast paced environment
Clean driving record
Drivers must be age 19+
Record must be free of any violation for speeding in excess of 19mph over the speed limit within the last three years
Record must be free of multiple speeding violations (of any severity) within the last three years
Record must be free of any at-fault accident violations within the last five years

Nice To Haves

Experience overseeing and managing staff
Proficiency with Google Workspace
Fluency in more than one language is a plus

Responsibilities

Lead the non-technical advances for Sandra K. Crown Theater, Carousel Stage, Martin Theatre, and select Bennett Gordon Hall and mainstage performances (e.g. catering/hospitality, artist transportation logistics, guests lists, etc.)
Liaise and assist the Chicago Symphony Orchestra musicians and staff during their residency at Ravinia, which includes, but is not limited to: issuing and tracking various Ravinia access credentials, coordinating backstage and rehearsal spaces, preparing/distributing orchestra communications and guest lists, and answering general Ravinia questions
Alongside the Assistant Production Manager, serve as Production liaison for opera or staged productions. Responsibilities may include: serving as a main point of contact for the cast and creative team, sharing updates to the cast/creative team/chorus, coordinating meal and prop needs, managing comp ticket requests, overseeing cast transportation, etc.
Oversee visiting choir logistics (e.g. parking passes, ticketing, dressing room space, hospitality, stage entrances/exits)
Coordinate stagehand meals (e.g. placing orders, ensuring timing accuracy, headcounts, managing invoices, etc.)
Schedule, manage, and submit invoices for piano and harpsichord deliveries, moves, and tunings
Help maintain the Production department’s master schedule with the Production Operations Manager and Assistant Production Coordinators
Assist manage day-to-day backstage operations by overseeing staff, daily schedules, transportation, and inventory shopping
Act as main receptionist/dispatch for Production department, as needed
Provide supplemental driving assistance to Production department with artist transportation and errands, as needed
Other duties as assigned