Operations & Auditions Coordinator - NSO

Job Description

The Operations & Auditions Coordinator works with the Director, Production and Orchestra Operations as well as the Orchestra Personnel team to support with concert production, orchestra auditions, musician communication and logistics for offsite activities including domestic and international tours. This position ensures the smooth-running of the NSO from many facets including excellent concert productions from the stage. This position works proactively to troubleshoot issues, reduce redundancy, recommend and implement improved systems, and takes initiative on leading the NSO team on logistics and process issues.

Key Responsibilities

Production Management

• Manage all aspects of advance and production for assigned concerts, and support production for complex concerts requiring more than one production manager.
• Create, compile, and disseminate production documents including technical schedules, stage plots, and event sheets.
• Liaise with the stage crew to ensure all lighting, sound, video, and other production elements are of excellent quality.
• Coordinate with internal and external vendors for equipment and instrument rentals including backline, lighting, sound, video, props, and costumes.
• Arrange piano tunings, teleprompting services, wardrobe calls in accordance with Local 772 call structures, and Hair & makeup calls in accordance with Local 798 call structures.
• Ensure safe working conditions for all musicians, crew, artists, and staff onstage.
• Work proactively to anticipate and solve production issues.
• Serve as Concert Duty Manager and CDM+1 for concerts as assigned.
• Manage Concert Duty assignments ensuring fair distribution of evening and weekend hours across the NSO Team.

Audition Coordination and Personnel Management

• Coordinates flow of audition information, receiving and entering resumes, and mailing repertoire and other information to all audition candidates. Runs backstage audition logistics on audition days
• Posts call sheets, seating charts, and other important information on musicians' portal and on backstage bulletin board.
• Manages and edits NSO Sub/Extras Handbook. Obtains weekly parking vouchers for substitute and extra musicians.

Tour & Offsite Logistics

• Manage runout logistics and schedules including creating load-in and load-out schedules, coordinating equipment transportation with freight companies, scheduling musician transportation, and ordering catering.
• Organize the data collection and communication process for domestic and international tours, including travel arrangements, cargo and instrument details, tax forms, and visa and passport processing.
• Prepare and troubleshoot all aspects of tour communications including tour book / tour book app / cell phones / international data plans and access.
• Support tour operations prior to and during the tour (remote/from the office).

Administrative

• Support day-to-day office management, including but not limited to liaising with the Document Center and mail room, maintaining printer supplies, overseeing supply orders, and other tasks as needed.
• Support VP of Operations as needed with contracts, accounts receivable, financial projections, and special projects.

Other duties as assigned.

Key Qualifications

• College degree, with experience in Production and Arts Management, is required. Minimum of five years of experience in concert production or technical theatre; experience with symphony orchestras is preferred.
• Excellent written and verbal communication skills are critical. Must have the ability to interact effectively with a wide variety of people. Works to build productive relationships throughout the organization, outside vendors, and other contacts.
• Strong organizational skills and meticulous attention to detail with a high degree of accuracy are essential. Must be able to effectively gather and organize information from a wide variety of sources. Ability to meet deadlines, often under pressure.
• Excellent computer skills including (but not limited to) proficiency with Microsoft Office (Word, Excel, Access) and willingness to learn new programs, such as OPAS, Visio, and ArtsVision are required.
• Candidate must be local or willing to relocate to the DMV area. Relocation assistance is not provided.
• Candidate must be willing to work onsite.

Additional Information

• Must be able to stand for extended periods of time. The nature of production work may require mobility to cover a lot of ground at the Kennedy Center or runout concert site. Must have the ability to perform concert production related tasks in outdoor settings, sometimes in unpredictable weather conditions.
• The noise level in the work environment is variable from normal office activity to rehearsal and concert level sound.
• Travel up to 5% may be required.
• Must be able to travel locally in the D.C. metropolitan area and to work evenings and weekends on occasion. Must be able to work holidays, specifically Memorial Day, July 4, and Labor Day when the NSO has Capitol Concerts. Must hold a valid driver's license in the United States.