JOB DESCRIPTION

Position: Artistic Administrator

Status: Full-Time / Regular / Exempt

Reports To: Artistic Director, Producing Director
Supervises: Chorus Secretary
Liaises With: Music Administrator, Manager of Education and Community Engagement, Chorus
Master /Assistant Conductor, Music Director, Production Assistant/Scheduling
Specialist, Production Coordinator, other deaprtments as needed
Normal Hours: Monday – Friday 8:30 a.m. – 5:00 p.m. (37.5 hours per week)
Duties will require evening and weekend hours during performances and related
events.
Effective Date: January 2020

POSITION SUMMARY
The Artistic Administrator provides direct administrative support to the Artistic and Producing Directors for
all artistic activities of Portland Opera’s artistic activites and programs, including education programs,
auditions, and future repertory/artist planning.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Contract Management - With oversight by the Artistic Director and Producing Director
• At the direction of the Artistic Director, issues and tracks contracts of singers, stage directors, guest
conductors, choreographers, actors, and dancers
• Manages all chorus and principal artist contracting
• Maintain emergency contract information for artistis management
• Maintains artist database for all auditions (mainstage, PORA, and local) for Artistic Director
• Contract chorus

Audition Coordination
• Arrange, oversee, and manage auditions for potential guest artists, locally an in other cities/venues
• Arrange and organize annual NY auditions (site rental, audition scheduling)
• Coordinates and proctors all chorus auditions and re-auditions, including creation ofwebsite
postings, communicating with AGMA, creating audition lists, securing anaudition panel and setting
up the audition space
• Arrange and organize auditions for additional performers (actors, dancers) as necessary
Mainstage Operations
• Maintains a thorough understanding of AFM and AGMA work rules
o Acts as resident expert in AGMA matters
o When needed, explains and applies work rules in a mannerthat take sinto account the needs of
the specific production, while ensuring compliance and fiscal acocuntability
• Artist relations (artist travel, visa issues, housing, hospitality, etc.)

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 • Serves as emergeny contact for artists and artist managers
• Create welcome packets for guest artists
• Distribute casting information within the company
• Arrange guest artist travel and housing
• Handles necessary visa applications for foreign artists
• Serves as primary liaison between management and chorus
• Provide rehearsal and artistic support as necessary during rehearsals, performances, and other
Portland Opera events.
• With assistance from the production coordinator and accounting team, review all monthly
department costs and revenue reports
• Prepares forecast projections throughout the fiscal year and review and projected cost overruns or
unbudgeted expense with the Producing Director
• Serves as conduit of Artistic and season planning information
• Researches repertoire, productions, singers, directors, conductors, etc, as assigned by Artistic
Director
• Screens and catalogues new operas submitted to the Artistic Diretcor/General Director, responds to
applicants and advises Artistic Director/General Director on new works
• Provide rehearsal and artistic support as necessary during rehearsals, performances, and other
Portland Opera events.

(Reasonable accommodations may be made to enable individuals with disabilities to perform the essential
functions.)

OTHER DUTIES
Please note, this job description is not designed to cover or contain a comprehensive listing of activities,
duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities
may change at any time with or without notice.

SKILLS/EDUCATION/EXPERIENCE
ESSENTIAL
• Graduate degree or beyond work in Music and/or Music Administration
• Demonstrated strong management skills
• Thorough understanding of opera repertoire and production
• Microsoft Excel skill level: Intermediate or above

HIGHLY DESIRABLE
• Ability to communicate effectively with a wide array of parties
• Understanding of union environments
• Public speaking skills
• Ability to read and speak multiple languages
• Working knowledge of database management, especially related to contact management and
scheduling

JOB CONDITIONS
The Artistic Administrator has a wide variety of duties, both inside and away from the office. Roughly 80% of
the workday is spent either on the phone or working at a computer workstation. The work area has natural
light and a combination of fluorescent and incandescent lighting.

EQUIPMENT USED: In addition to computer workstation and telephone, the Artistic Administrator uses a cell
phone, copy/print and fax machines to perform duties. Use of other office tools may occasionally be
required.

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 PHYSICAL DEMANDS: Concentrated use of computer keyboard and mouse is frequently required. Lifting
tasks are occasional and limited to 25 pounds or less without assistance. Computer workstation, desk and
other equipment are not shared and can be adjusted to make them more ergonomically comfortable for the
Artistic Administrator.

TO APPLY

Salary is competitive, based on experience. Benefit package available. Immediate opening until
filled. Qualified candidates should forward a cover letter, resume, and three references to
productionjobs@portlandopera.org. No phone calls please.

ABOUT PORTLAND OPERA

OUR MISSION
Our mission is to inspire, challenge and uplift our audiences by creating productions of high artistic quality
that celebrate the beauty and breadth of opera.

OUR COMMITMENT TO DIVERSITY AND INCLUSION

At Portland Opera, we are committed to diversity and inclusion in the workplace and we are an equal
opportunity employer. Portland Opera Assocation will not discriminate against any employee or applicant for
employment based on race, color, national origin, gender, gender identity, sexual orientation, age, religion,
disability, protected veteran status, or other characteristics protected by law. We are committed to
eliminating barriers to access and equity and see a diverse workforce as a key step toward this goal. We
invite you to join us on our journey.

Portland Opera is a tax-exempt 501(c)(3) organization and an Equal Opportunity Employer.

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