Assistant to the Managing Director: Artistic

This is a full-time position with a minimum of 35 hours per week.

PURPOSE: To facilitate the Managing Director: Artistics leadership by managing administrative priorities and deliverables and provide administrative support to the Artistic and Music Planning departments.

ESSENTIAL JOB FUNCTIONS:

• Manages the strategic and logistical needs of the Managing Director: Artistic including, but not limited to, calendar, scheduling and coordination of all meetings, correspondence, travel accommodations and itineraries, accounts and expenses.
• Determines priorities and time sensitive issues on a daily basis for the Managing Director: Artistic; researches and follows-up on incoming issues and concerns identified by and/or addressed to the Managing Director: Artistic; recommends a course of action, referral, or response; translates goals into action plans; confirms and supports executions of priorities.
• Serves as a liaison between various departments and the Managing Director: Artistic; monitors various channels of communication to ensure a dynamic flow of information to and from the Managing Director: Artistic.
• Coordinates and oversees essential administrative duties for the Managing Director: Artistic, including resource allocation, successful completion of deliverables, and other tasks that facilitate the Managing Director: Artistics leadership.
• Proofreads departmental documents as well as Marketing and Public Relations materials, and compiles and provides edits and feedback on behalf of the Artistic department.
• Coordinates and monitors Company soloist and actor auditions in San Francisco and outside San Francisco and tracks all submissions and results.
• Coordinates annual Chorus solo auditions, including chorus and solo bit preparation for the years operas. This includes securing and delivering role excerpts, publishing the list of available roles, and liaising with the Operations and Costume departments.
• Coordinates Artistic On Duty (AOD) assignments; including serving as AOD when scheduled, providing assistance, as required, to Artists.
• Serves as liaison, as directed, between Company departments and Artists and/or their Management.
• Assists Artistic Planning Manager with research and the creation and maintenance of documentation related to season planning, productions, new works, and other projects.
• Assists Music Planning Manager with projects, as directed, including but not limited to supertitles and administration regarding Music Staff.
• Works with Artist Services Coordinator to track requests for artists. This can include requests such as comp tickets, compiling names for guest lists to dress rehearsals, and doctor referrals.

SECONDARY FUNCTIONS:

• Maintains relationship with artists management and engages in correspondence on behalf of the Managing Director Artistic.
• Prepares remarks for the General Director and Company leadership for cast parties and Meet & Greets and other events, as directed.
• Provides assistance with data-entry in the Artistic database.
• Provides sick leave or vacation administrative assistance for the Artistic Department.
• Coordinates department meetings and other meetings, as directed.
• Assists Artist Services Coordinator with visas, as necessary.
• Serves as onsite liaison at special events involving artists, as directed.
• Identifies opportunities to provide additional support in alignment with the Managing Director: Artistic and organizational needs.
• Perform other job-related duties as assigned.

EDUCATION: Bachelor's degree from an accredited college or university (preferred) or equivalent work experience

EXPERIENCE: Minimum three (3) years increasingly responsible general administrative work, opera production or artistic administrative experience highly preferred

PREREQUISITE SKILLS & REQUIREMENTS:

• Knowledge of opera repertoire and theatrical production and/or performing arts preferred
• Ability to read music with a base knowledge of music theory preferred
• Familiarity and knowledge of foreign languages preferred, especially German, Italian, French and/or Russian
• Experience in the symphonic, operatic, and/or theatrical field preferred
• Outstanding grammar, spelling punctuation and editing skills
• Outstanding communication skills, both written and verbal
• Provide a high level of administrative support and organizational skills
• Ability to effectively and accurately plan, organize, and coordinate people and events
• Proficiency in Microsoft Office applications; database skills desirable
• Must maintain a high level of confidentiality
• Ability to prioritize and manage diverse and multiple tasks with competing priorities successfully, maintaining flexibility and attention to detail
• Ability to work independently and as a member of a team; prioritize tasks; and exercise good judgment and initiative
• Ability to thrive in a fast-paced, rapidly changing environment
• Outstanding interpersonal skills including the ability to interact with all staff, artists and board members in a professional, confidential and tactful manner
• Must perform the functions of the position in a safe manner
• Position requires occasional evening and weekend obligations, especially during the opera season