Rehearsal Planning & Artist Services Assistant

Washington DC
Oct 30, 2018
Dec 03, 2018
Entertainment, Other
Full Time

The Rehearsal Planning & Artist Services (RP&AS) Assistant assists the Manager of RP&AS and Rehearsal Planning & Supernumerary Coordinator in the creation and distribution of the daily schedule, provides Rehearsal Planning office coverage at the WNO Studio and the Kennedy Center, and provides general administrative support. The RP&AS Assistant assists the Assistant Manager of Artist Services with guest artist needs, ticketing, and serves as the primary point of contact for the Chorus, Children's Chorus, and Corps Dancers.

Duties and Responsibilities

15% Cover the Rehearsal Planning office at the WNO Studio and Production Office at the Kennedy Center to ensure that there is a staff member physically present at all times during an opera-related activity (i.e. rehearsal or performance). Understand and have a general awareness of all scheduled activities on a daily basis. Provide a welcoming and friendly environment for guest artists, company members, patrons, and volunteers, and field questions as necessary.

15% Create Rehearsal Planning office coverage schedule, schedule elevator hours at WNO Studio with KC security, and assist in scheduling Production Office Assistants at WNO Studio front desk for evening and weekend rehearsal coverage. Assist in scheduling Child Minders as necessary when there are child performers in productions.

10% Assist in creation and distribution of daily schedule, and record the daily rehearsal hotline.

5% Assists in ensuring that all artists are accounted for prior to rehearsals and performances; contacts all principal artists & the maestro the morning of each performance to confirm wellness and call times.

5% Create dressing room assignments for all shows in collaboration with relevant staff; create and distribute dressing room signs.

15% Serve as primary contact for the Washington National Opera Chorus, Children's Chorus, and Corps Dancers. Distribute all materials to the Washington National Opera Chorus, Children's Chorus, and Corps Dancers, including contracts, addenda, and employment/payroll forms; Prepare and distribute Guest Artist Passes and orientation packets. Assist with data entry for payroll processing.

10% Coordinate auditions for Chorus, Children's Chorus and Corps Dancers.

5% Assist Supernumerary Coordinator with paperwork processing for Supers, including child work permit forms for child supers.

5% Assist the Asst. Manager of Artist Services with WNO Orchestra Dress pass allocation and distribution, and all ticket requests for artists and WNO staff, and submission of all ticket requests to the Box Office.

5% Create the cast sheet and maintain cast sheet folders for shows currently in rehearsal. Create studio office signs for visiting staff. Assist with the creation of hospitality/arrival packets for principal performers, including creation of their Guest Artist Passes. Create season contact sheets.

5% Create and distribute list of cast and staff for Stage Door access for each production. Schedule Stage Right door unlock at Opera House with KC security.

5% Update calendar, artist releases, and contact information in ArtsVision as needed, as well as maintaining/filing hard copies of schedules, contact sheets, and release requests. Provide general office support

Other duties as assigned.


    1-2 years of experience in production, artist services, and/or administration within a performing arts organization. Bachelor's degree required. Work experience and interest/knowledge in opera, classical music, or performing arts encouraged. Knowledge of a foreign language, especially Italian, French, German, or Spanish encouraged.

Minimum Skills and/or Knowledge Required

    Excellent verbal and written communication skills. 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. Discretion, maturity, and composure, especially under pressure. Ability to establish priorities and juggle numerous assignments. High standards and sense of responsibility. Demonstrated positive interpersonal interaction skills, appreciation for a diverse work environment, and sense of humor.

Physical Demands

While performing the duties of this job, the employee is regularly required to communicate in person and on the telephone. The employee is frequently required to use hands to finger, handle, or feel in order to operate computer keyboard, office equipment, and other essential tasks. The employee is frequently required to sit, stand, walk, bend, stoop, crouch, and reach with hands and arms. This position infrequently lifts, carries, or otherwise moves and positions objects weighing up to 25 pounds.

Work Environment

The noise level in the work environment is low; routine office noise (singing and other artistic noises) can be expected. Open office environment, must be able to focus in the midst of distractions.

Travel is not required for this position.

The John F. Kennedy Center for the Performing Arts is a world premier performing arts organization and our nation's cultural center. Diversity is a critical component of our mission, vision, and values. Our staff exhibits a wide variety of perspectives and experiences which enable us to foster and strengthen an environment of diversity and inclusion. We offer a comprehensive range of benefits including medical, dental and vision insurance, paid vacation and sick leave, and a 403(b) retirement plan.

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