To support the artistic operations of the company through assistance and accurate documentation in areas relating to the engagement and interactions with the various performing units of the Company. The main point of contact and support for the Chief Artistic Officer. This job requires relocation to Santa Fe, New Mexico full time.
General Administration:
- Answer phones, produce correspondence, ship items
- Schedule support for Chief Artistic Officer
- Issue orchestra contracts
- Assemble and file visa petitions for foreign artists
- Prepare welcome packets
- Assist in arranging ticket requests
- Maintain artistic electronic files
- Research prospective artistic personnel as directed
- Assist with future season planning and production meetings & presentations
- Assist with departmental expense reports, purchase orders and reimbursements
- Inventory and maintain music library
- Collaborate with Housing Department, Office Services and other departments as needed. Provide prompt responses to requests and maintain thorough data for presentation to other departments in order to facilitate smooth handling of artistic travel, workflow, and contact information.
Auditions:
- Assist with orchestra audition and coordination of all logistics for Music Director and Orchestra Committee. Support of this process to Orchestra Manager.
- Assist with apprentice singer auditions
- Assist with principal singers and music staff
- Logistic support
Travel:
- Research long distance travel rates and facilitate travel arrangements for artistic personnel; facilitate local travel needs for artistic personnel
- Arrange for artist pick-ups and drop-offs, in liaison with the Housing department, Maintenance Department, and rental car companies
- Assist (Production Department) with travel and logistics for those involved with production meetings/presentations
Social events and appreciation:
- Organize artist Opening Night gifts
- Coordinate with Special Events all Opening Night and Cast Parties
- Assist Chief Artistic Officer and General Director with projects as needed
- General support and logistic coordination for and off-season event that requires artistic personnel
Competencies, Education & Experience:
- Bachelor’s degree required, preferably in Music or Arts Administration.
- At least 3-5 years of administrative support experience, preferably in opera.
- Advanced computer proficiency with Microsoft Office applications including Word, Excel, Outlook, and data bases.
- Familiarity with the visa process strongly preferred
Knowledge:
- Broad knowledge of classical music industry and operatic repertoire. Ability to read music strongly preferred.
Skills:
- Self-starter with initiative, exercise independent thinking while performing normal administrative duties with diplomacy and discretion.
- Ability to negotiate complex transactions and detailed documents.
- Excellent organizational skills as well as the ability to accurately produce information.
- Ability to multi-task, handle multiple projects, and set priorities under strict time constraints and deadlines.
- Ability to work with a variety of temperaments, often in high-pressure situations.
Requires flexibility to work nights and weekends during the performance season (basically mid-June through August).
Physical Standards:
This position involves light work with lifting or moving of up to 40 pounds occasionally and up to 10 pounds frequently. There is constant standing, walking and finger dexterity needed to handle paper items, use computer, and navigate all areas of the theater. Frequent phone contact is required. Driving an automobile may be routinely required.
