Rehearsal Assistant Manager: Artist Services

Washington National Opera•Washington, DC

6d•$60,000 - $65,000•Onsite

About The Position

The Rehearsal Assistant Manager: Artist Services serves as the primary point of contact for all visiting artists, overseeing their travel and hospitality, and all ticket requests for artists and staff. They work alongside the Rehearsal Department team to handle the day-to-day needs of the production process to ensure that all artists are well informed and taken care of during their stay in Washington, D.C. Additionally, this role supports the production department with the administrative responsibilities associated with the hiring and payroll process for seasonal employees within the Production Department.

Requirements

Bachelor’s degree or equivalent, OR commensurate experience in a similar capacity at a comparable arts organization
3-5 years of experience in production, artist services, and/or administration within a performing arts organization preferred.
Work experience and interest/knowledge in opera, classical music, theater, or dance encouraged; but a passion for the performing arts is essential.
Experience with union contracts a strong plus.
Experience with computerized information systems and their application, including Microsoft Outlook and Microsoft Office.
Knowledge of a foreign language, especially Italian, French, German, or Spanish encouraged.
Excellent verbal and written communication skills along with discretion, maturity, and composure, especially under pressure.
Must exercise good judgment, show initiative, handle sensitive data in a trustworthy manner.
Strong organizational skills and the ability to work independently as well as in a team environment.
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.

Nice To Haves

Knowledge of Tessitura and/or ArtsVision encouraged.

Responsibilities

Serve as primary point of contact for all visiting company members, artist services, and hospitality-related matters, including arranging doctor appointments, distributing invitations and coordinating logistics for artist attendance at WNO-related events, distributing mail to artists, compiling artist backstage guest lists, creating hospitality/arrival materials, and coordinating parking arrangements.
Maintain updated artist handbook, forms, and information.
Manage logistics of travel and housing for all visiting company members and guest artists within the budget provided and supervised by Artistic Administrator or Director of Production. This includes air and train travel, ground transportation, housing reservations and billing, and creating and maintaining relationships with hotels and local housing companies.
Maintain WNO ArtsVision software database with arrival and departure dates, housing and travel information, up-to-date contact information, and rehearsal releases.
Maintain presence at rehearsals to troubleshoot artist issues and requests.
Provide Rehearsal/Production office coverage during rehearsals and performances as assigned, including evenings and weekends, working split shifts during production periods.
Provide a welcoming and friendly environment for guest artists, company members, patrons, and volunteers, and field questions as necessary.
Provide assistance with access and/or clearance for guests or unescorted opera patrons at the venues and WNO Rehearsal Studio.
Process production department payroll and accounts payable for production staff, including time sheet collection, preparation and submission of payment requests to the finance department.
Responsible for the contract execution and payment of stage managers, directors, designers, titles staff, fight and intimacy directors, and other creative team members. This also includes processing payments from production and ensuring timely delivery of payments.
Communicate with Finance Department on production payment needs and expectations.
Manage all ticket requests for visiting artists and staff according to current complimentary ticket policy and contractual obligations.
Coordinate with WNO Marketing staff to initiate and manage ticket holds and communicate with venue Box Offices as needed.
Communicate WNO ticketing policy to artists and fulfill complimentary ticket requests.
Manage subscriptions for WNO leadership and Duty seats.
Coordinate artistic/production ticket allotments for Orchestra Dress Rehearsals with WNO Marketing, including allocation of tickets, distributing allocations to departments, and being present the night of the rehearsal for any ticketing issues or questions.