Rehearsal Assistant
About The Position
PURPOSE: To provide support to artists and staff members by assisting in the rehearsal and performance process. ESSENTIAL JOB FUNCTIONS: Covers the Rehearsal Department Office so that there is always a staff member present during an opera related activity Greets guests upon arrival to the War Memorial Opera House (WMOH) and provides appropriate direction or assistance. 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 Checks, edits, distributes, posts, & archives the daily and weekly schedules. Maintains a general awareness of all scheduled activities on a daily basis Assists in collecting information for preparing and updating rehearsal and performance documents Retrieves and distributes mail, invitations, flowers/gifts, and messages 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 artists the morning of each performance to confirm wellness, call times, and backstage guests. Creates and posts dressing room information and signage Assists with granting access for backstage guests Assists with the recruitment, casting, and management of Child and Adult Supernumeraries, and Child Wranglers and Studio Teachers. Assists in the preparation of the performance related paperwork SHARED REHEARSAL DEPARTMENT FUNCTIONS: Collaborates, when necessary, with the Artistic Department to ensure that the personal needs of artists/production teams are met 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 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 production research, general maintenance issues, parking, and security Assists Security and House Management with access and/or clearance for guests Responsible for general office maintenance; assists in inventorying, ordering, and purchasing office, hospitality, & medical supplies Performs other job-related duties as assigned
Requirements
- Bachelor’s degree from an accredited college or university or equivalent work experience
- Must have reliable daily attendance and punctuality
- Must maintain a high level of confidentiality
- Provides a welcoming and friendly environment
- Must have an aptitude to communicate in a clear, professional and patient manner by phone, in writing, and in person
- Ability to work collaboratively in a team, to take initiative / work with confidence, and to establish good working relationships
- Must be able to meet deadlines
- Must be able to work a flexible schedule, including weekends, late night services, and split shifts
- Proficiency in MS Word, Excel and Outlook & an understanding of web-based applications
- 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/or escort artists to rehearsal spaces
Nice To Haves
- Experience in or a strong desire to learn about repertory opera preferred
- General knowledge of foreign languages is desirable, but not necessary
Responsibilities
- Covers the Rehearsal Department Office
- Greets guests upon arrival to the War Memorial Opera House (WMOH) and provides appropriate direction or assistance.
- 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
- Checks, edits, distributes, posts, & archives the daily and weekly schedules.
- Maintains a general awareness of all scheduled activities on a daily basis
- Assists in collecting information for preparing and updating rehearsal and performance documents
- Retrieves and distributes mail, invitations, flowers/gifts, and messages
- 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 artists the morning of each performance to confirm wellness, call times, and backstage guests.
- Creates and posts dressing room information and signage
- Assists with granting access for backstage guests
- Assists with the recruitment, casting, and management of Child and Adult Supernumeraries, and Child Wranglers and Studio Teachers.
- Assists in the preparation of the performance related paperwork
- Collaborates, when necessary, with the Artistic Department to ensure that the personal needs of artists/production teams are met
- 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
- 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 production research, general maintenance issues, parking, and security
- Assists Security and House Management with access and/or clearance for guests
- Responsible for general office maintenance; assists in inventorying, ordering, and purchasing office, hospitality, & medical supplies
- Performs other job-related duties as assigned
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
