Artistic Administrator

We are seeking an organized, self-motivated backstage facilitator who will work with our Artistic Director and team. You would serve as a liaison between the parts of the team, tracking all the pieces to bring the shows together.

About the position:

Do you love the theater, having fun at work, and gazing at the most beautiful scenery Oregon has to offer? Portland Opera provides all of that and more! While eating lunch from the break room, you can see third-story balcony views of Mt. Hood and the river. What if the weather is rainy? Enjoy your lunch inside and listen to the opera singers as they roam the halls spreading their love for the arts.  

Do you love working behind the scenes to make theatrical magic happen? Do you get a thrill out of tracking a myriad of logistical details and seeing them all culminate in a touring musical-theatre performance? We are seeking an organized, self-motivated backstage facilitator who will work with our Artistic Director and team. You would serve as a liaison between the parts of the team, tracking all the pieces to bring the shows together.

You will have the opportunity to introduce ideas, gain knowledge, share expertise, while working in an exciting and fun environment at the Portland Opera!

The role reports directly to the Artistic Director who provides an engaging work environment where your ideas and questions are always welcome and encouraged! 

ARE YOU PASSIONATE AND INTRIGUED BY? 

  • Processing artistic contracts and promotional materials
  • Arranging and managing auditions, locally and in other cities/venues
  • Arranging and managing logistics for guest artists (travel and accommodations, local transportation, welcome packets, etc.)
  • Music and theater throughout the day in a fun and enthusiastic workplace
  • Learning new skills and upholding high integrity day-to-day 

 EXPERIENCE: 

  • Knowledge of opera repertoire and production process
  • Demonstrated strong analytical, administrative, management and people skills
  • Ability to synthesize and communicate effectively with a wide array of parties
  • Excellent hands-on experience with MS Office Suite (word, excel, PowerPoint, Teams, etc.)

Culture: With a passion for music and theater running all day in front of everyone’s minds, the Portland Opera provides an upbeat and enthusiastic culture. The relaxed environment provides employees the opportunity to always be at their best while having fun!  

Portland Opera offers productions of the highest artistic quality, bringing the world of opera to the region. Over the past 58 years, the company has presented more than 200 operas, including world premieres. In addition to its annual season, the company is also renowned for its outreach and educational initiatives, including Portland Opera-To-Go, Opera a la Cart, and its Resident Artists Program, which supports the next generation of opera singers. 

Our Commitment to Equity, Diversity & Inclusion

At Portland Opera, we are committed to diversity and inclusion in the workplace, and we are an equal opportunity employer.  Portland Opera Association 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.

Full Job Description - More Information
Position: Artistic Administrator

Status: Full-time/Regular/Year-round/Exempt

Reports to: Artistic Director

Liaises with: Producing Director, Music Director, Manager of Education and Community Engagement, Chorus Master /Assistant Conductor, Music Administrator and Librarian, Stage & Production Manager, other departments 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.


IDEAL CANDIDATE

Portland Opera is looking for a highly motivated candidate interested in all aspects of artistic administration and artist training, including creation of digital projects, opera in non-traditional places, new works and diverse storytelling, inventive community engagement initiatives, etc. As a member of the Artistic and Production department, the ideal candidate will be creative, flexible, innovative and bring their best ideas within a continuously evolving working environment depending on COVID-19 restrictions. The ideal candidate has the desire to grow within the position and company, and has a collaborative and ‘solution finding’- attitude toward new initiatives. Candidates of diverse backgrounds are highly encouraged to apply.

POSITION SUMMARY

The Artistic Administrator provides administrative support for Portland Opera’s mainstage operas and studio productions, digital initiatives, diverse community engagement and education programs, auditions, and future repertory/artist planning. The position manages the day-to-day administrative tasks for the artistic department including the Resident Artist Program.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Artistic Administration – As directed by the Artistic Director

  • Issue, process, and track artistic contracts and promotional materials
  • Arrange, oversee, and manage auditions, locally and in other cities/venues
  • Apply for visas and communicate with artist managers in all administrative matters (logistics, promotional materials, etc.)
  • Manage and arrange logistics for guest artists (travel and accommodations, local transportation, welcome packets, etc.)
  • Manage artistic database (ArtsVision)
  • Research repertoire, productions, singers, directors, conductors, etc, as assigned by Artistic Director
  • Acquire and maintain a thorough understanding of union work rules
  • Manage payroll preparation for artistic personnel, review of monthly financials, and other financial processes for artistic department

Resident Artist Program

  • Oversee and manage schedule of daily activities with Artistic Director, Program coaches, etc.
  • Facilitate logistics and paperwork for all Resident Artist related activities

Interdepartmental responsibilities

  • Prepare and distribute artistic and casting information (i.e. opera summaries, artists headshots, bios, etc.) for Marketing Department (website, advertisement, etc.) and Development Department activities, i.e. donor proposals, artistic info for grant writing, sponsorship materials, etc.

(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

REQUIRED

  • Knowledge of opera repertoire and production process
  • Demonstrated strong analytical, administrative, management and people skills
  • Ability to synthesize and communicate effectively with a wide array of parties
  • Excellent hands-on experience with MS Office Suite (word, excel, PowerPoint, Teams, etc.)

Desirable:

  • Some facility with at least one ‘common operatic’ language (i.e. Italian, French, German, Spanish)
  • Working knowledge of database management (contact management and scheduling) Artsvision
  • Basic knowledge of video/audio recording and editing process

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, this position requires use of a cell phone, copy/print and fax machines to perform duties.  Use of other office tools may occasionally be required. 

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.

About Portland Opera

OUR MISSION, VISION, AND VALUES

VISION
We celebrate the power of performance, storytelling, and song as an inclusive artistic leader.

MISSION
We gather and inspire audiences, artists, and collaborators to share opera experiences that enliven and connect us all, enhancing the cultural landscape of the beautiful Pacific Northwest.

VALUES
We realize our mission and vision with a constellation of values that guide our work:

The Art of Opera

We are unapologetically passionate about the live art of opera, and are energized by its roots as the people’s art form. We believe in its future. We continue the timeless tradition of storytelling, we celebrate the universal language of music, and we honor the brilliance of the human voice. 

Ensemble & Cultural Equity

Our work relies on being an ensemble, and our ensemble only thrives with diversity, equity, inclusion, and respect. We commit to actively confronting and dismantling white supremacy, patriarchy, and exclusion in our company, field, and community. We commit to being inclusive and strive every day to be an anti-racist organization. 

Our Shared Humanity

We sing stories about experiences, emotions, and moments that matter in life. In this practice we, together with audiences, aim to reveal and gain insight into the human condition—as a reflection of ourselves, and ourselves in relation to each other. 

Fiscal Strength & Stewardship

We are committed to the fiscal health of our organization, and its bright future. We are dedicated financial stewards of the community and the philanthropic funding that makes our work possible. 

Community Connections

We generate positive impacts for our community, fostering and co-authoring collaborations and programs to achieve meaningful engagement. We contribute to the civic and cultural life of our region, and amplify the contributions and insights of our peers, colleagues, and partners. 

Imagination & the Entrepreneurial Spirit

We accomplish our work with an enthusiasm to be creative, to innovate and transform, to adapt and collaborate. We hold ourselves and each other accountable to achieve sustainability, increase accessibility, and make space for curiosity in attaining our strategic goals. 

Compensation/Benefits

Compensation/Benefits: We work to empower and inspire all to be their very best. We are committed to keeping our employees and their families as healthy as they can be, which is why we provide a comprehensive benefits package.

  • Compensation Structure: This position offers an exempt salary in the range of $55,000 to $68,000 per year, dependent on experience, with the below benefits:
  • Our benefits start the 1st of the month following your start date and include: 
    • Medical, Dental, and Vision options
    • HAS/FSA
    • Life Insurance 
    • Retirement plan w/employer match
    • Up to 18 days of PTO plus 16+ Paid Holidays off; including the last week of December off!
    • Work-life balance with a 37.5-hour work week! 
    • Two complimentary tickets to all Opera productions
    • Free parking or employer-paid monthly transportation allowance 
    • Indoor bike storage, shower, and locker room 

TO APPLY: 

Qualified candidates should forward resume and cover letter to OperaJobs@portlandopera.org

Please, no phone calls.

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

Apply today! Email us your resume and cover letter.