Rehearsal Assistant Manager: Artist Services

Job Description

Job Description

The Rehearsal Assistant Manager: Artist Services serves as the primary point of contact for all visiting artists, oversees their travel and hospitality, and all ticket requests for artists and staff. In addition, 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.  

The Rehearsal Assistant Manager: Artist Services also supports the production department with the administrative responsibilities associated with the hiring and payroll process for the seasonal employees within the Production Department.  

Core Responsibilities  

Serve as primary point of contact for all visiting company members, artist services, and hospitality-related matters. Includes and is not limited to:  

• Arranging doctor appointments 

• Distributing invitations to artists and coordinating logistics for artist attendance at WNO-related events, including donor receptions.; distributing mail to artists. 

• Compiling artist backstage guest lists for distribution to stage door.  

• Create hospitality/arrival materials, to be distributed to artists upon arrival.  

• Coordinate parking arrangements as contractually obligated parking for artists
  in the WNO Takoma Studio parking lot and venue parking, including but not limited to:  space assignments, distribution and collection of passes. 

• 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 and is not limited to: 

• 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, but not limited to Orchestra Dress rehearsals and Opening nights). This includes 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.  

• Provides assistance with access and/or clearance for guests or unescorted opera patrons at the venues and WNO Rehearsal Studio.   

Processes production department payroll and accounts payable for production staff.

• This includes 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.
• Responsible for 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. 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 but not limited to: allocation of tickets, distribute allocations to departments, and be present the night of the rehearsal for any ticketing issues or questions. 

Qualifications  

• 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 Tessitura and/or ArtsVision encouraged. 

• 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.