Rehearsal Assistant

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

EDUCATION & EXPERIENCE:

• Bachelor’s degree from an accredited college or university or equivalent work experience 
• Experience in or a strong desire to learn about repertory opera preferred

PREREQUISITE SKILLS & REQUIREMENTS:

• 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
• General knowledge of foreign languages is desirable, but not necessary
• 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

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