Rehearsal Department Assistant

About the Washington National Opera

In 1956, the sound of opera rang out in DC, heralding the birth of a new company. Four decades and countless artistic leaps later, Washington National Opera continues to move boldly forward on the great adventure that began years ago in a university auditorium. Washington National Opera is now one of the nation's leading opera companies and plays to standing room audiences in the Kennedy Center.

At the Kennedy Center, we strive to foster belonging and empowerment at work. We are able to advance our mission because of our committed and passionate employees. We are fortunate to be able to leverage their diverse perspectives, life experiences and skills to inform how our workplace can be a safe, transparent, and replenishing community. The Kennedy Center is an equal opportunity employer and does not discriminate against any employee or applicant based on race, religion, gender identity, sexual orientation, disability, veteran status, marital status, pregnancy or related condition, or any other basis protected by law. 

Mission Statement: As the nation's performing arts center, and a living memorial to President John F. Kennedy, we are a leader for the arts across America and around the world, reaching and connecting with artists, inspiring and educating communities. We welcome all to create, experience, learn about, and engage with the arts. 

Why Join Us

We offer a comprehensive range of benefits to all full-time employees including: 

• Staff offers for discount tickets
• Retirement plan with organization matching (after 1 year of employment)
• Qualifying employer for the Public Student Loan Forgiveness Program (PSLF)
• Commuter programs including pre-tax options for discounted parking and SmartBenefits (WMATA)
• Annual Leave, Sick Leave, and Personal Days available immediately upon hire
• 11 paid holidays per year 
• Medical, Dental, and Vision benefits with FSA and HSA options, and paid FMLA
• Flexible work arrangements
• We like to have fun! Check out the Kennedy Center National Dance Day 2023 staff video!

Job Description

The Rehearsal Department Assistant assists the Rehearsal Dept Senior Manager and Asst Manager in the creation and distribution of the daily schedule, provides Rehearsal office coverage at the WNO Studio and the Kennedy Center, with guest artist needs and ticketing, and provides general administrative support. Rehearsal Department Assistant assists with operations at the WNO Rehearsal Studio in Takoma. Serves as primary point of contact for supernumeraries and children’s chorus, holding auditions as necessary. 

Key Responsibilities

Collaborate with the Rehearsal Department team on the following:

• Provide adequate coverage in the Rehearsal office at the WNO Studio and at the 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).
• Assist in ensuring that all artists are accounted for prior to rehearsals and performances.
• 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. 
• Provide assistance for guests or unescorted opera patrons and the Kennedy Center at WNO Rehearsal Studio.   

Responsible for creating and distributing the following facility/staffing schedules:

• All Rehearsal and Production office coverage, after approval from Senior Manager.
• All elevator hours at the WNO Studio by coordinating with Kennedy Center security.
• Assists in scheduling coverage for KC Friends Volunteers and Production Office Assistants at the WNO Studio front desk. Coverage of WNO Studio front desk as needed. 
• Assist in scheduling Child Minders as necessary when there are child performers in productions. 
• Schedules Stage Right door unlock at Opera House with KC security. 

Responsible for creating/assisting with the following artist schedules and communication:

• Creating and distributing the daily schedule, in rotation with Senior Manager and Assistant Manager; Communicating with Artists daily regarding the rehearsal schedule; Assisting in the creation and distribution of Super and Children’s Chorus schedules;
• Contacting all principal artists & the maestro the morning of each performance to confirm wellness and call times;
• Making updates to the virtual callboard. 

Serves as primary point of contact for Supernumeraries and Children’s chorus after contract phase, and secondary point of contact for Chorus and Corps Dancers by:

• Prepare and Distribute to the above groups: orientation information, policies and procedures, and Guest Artist Passes. Prepare materials such as sign-in sheets, program listings, and other administrative paperwork related to the above groups.
• Point of contact for all supers cast in production for all questions or concerns
• Work with the Assistant Manager of Artistic Operations to answer questions regarding payments and assist with check routing to Supernumeraries and Children’s Chorus.
• Manage and run day-of operations for Children’s Chorus and Supernumerary auditions working with the Artistic Operations team.
• Review all printed materials pertaining to Supernumeraries and Children’s Chorus.
• Assist Rehearsal Assistant Manager with all of the above for Chorus, and Corps Dancers. 
• Review all printed materials pertaining to Supernumeraries and Children’s Chorus. 

Provides administrative support for the following:

• 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.
• Monitors the department telephone line; answering calls and monitoring voicemails.
• Provide general office support
• Creates dressing room assignments for all shows in collaboration with relevant staff; Create and distribute dressing room signs. 
• Creates and distributes list of cast and staff for Stage Door access for each production. 
• Creates the cast sheet and maintain cast sheet folders for shows currently in rehearsal. 
• Creates studio office signs for visiting staff.  

Assists with Studio Operations

• Meeting vendors and covering the Front Desk at the studio as assigned.  
• Serves as secondary point of contact for all Production Office Assistants and Front Desk Volunteers.
• Assist with tracking and payment for Studio related bills and vendors. 

Assists with Artist Services:

• WNO Orchestra Dress pass allocation and distribution
• Ticket requests for artists and WNO staff, and submission of all ticket requests to the Box Office.
• Artist welcome packets and communication as needed. 

Other duties as assigned. 

Key Qualifications

• 1-2 years of experience in production, artist services, and/or administration within a performing arts organization.  
• Bachelor’s degree or equivalent, OR commensurate experience in a similar capacity at a comparable arts organization
• Work experience and interest/knowledge in opera, classical music, or performing arts encouraged. 
• Experience with computerized information systems and their application, including Microsoft Outlook, Microsoft Office, knowledge of ArtsVision a strong plus.
• Knowledge of a foreign language, especially Italian, French, German, or Spanish encouraged.
• Must perform the functions of the position in a safe manner while working in an environment with a high level of noise and distractions
• Must have the ability to work in onstage conditions: to see clearly in low-light situationssuch as are common backstage and in the theatre. 
• Candidate must be local or willing to relocate to the DMV area. 

Additional Information

This position will work some nights/weekends during production periods.

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.