Production Manager and Artistic Assistant

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Full Time; Nonexempt
Minneapolis, MN

About the Organization:

Celebrating its 50th anniversary this season under the artistic leadership of founder Philip Brunelle, VocalEssence champions choral music of all genres, celebrating the vocal experience through innovative performances, commissioning of new music, and engaging with diverse constituencies. VocalEssence performing forces include the 32 voice Ensemble Singers, 130 voice Chorus, and 50 high school members of Singers Of This Age. They are joined by instrumentalists and guest soloists, and annually offer a broad range of metro, regional, and international concerts. VocalEssence community programs engage thousands of students, older adults, singers, and composers each year. The work of VocalEssence is implemented by a full-time administrative staff of ten, governed by a 24-member board of directors. The organization has a $2.2 million annual budget and significant financial reserves.

About the Position
The Production Manager and Artistic Assistant:

  • Serves as Executive Assistant to the Artistic Director, Executive Director, and Associate Conductor (45%)
  • Serves as Choir & Production Manager—overseeing choirs, rehearsal management, and venue logistics (40%)
  • Serves as Music Librarian—maintaining the VocalEssence Music Library (15%)

Reporting Relationships
The Artistic Assistant:

  • Reports directly to the Artistic Director
  • Supports and work closely with the Artistic Director, Executive Director, and Associate Conductor
  • Works with choir section leaders, venues, and guest artists
  • Works with the artistic staff and Executive Director on venue coordination and contracting

As Executive Assistant:

  • Provides daily administrative support for the Artistic Director and Associate Conductor and coordinates independent projects (workshop engagements, festivals, clinics, concert program information collection)
  • Prints, tracks, and sends correspondence for the Artistic Director
  • Assists with travel arrangements (air, hotel, ground transportation) for trips, conferences, and festivals
  • Communicates with external organizations to confirm fee engagements, coordinate materials, and expense reimbursements
  • Works with Plymouth Church staff as it relates to the music program and as scheduling liaison for VocalEssence meetings and activities
  • Picks up and sorts mail daily, processes checks, and mails weekly check runs
  • Other duties as assigned.

As Choir & Production Manager:

  • Coordinate administration of the VocalEssence Chorus & Ensemble Singers in consultation with Artistic staff
    • Specific duties include oversight of:
        • Scheduling, roster database and choir handbook
        • Chorus Connection calendar program
        • Correspondence with VocalEssence Chorus & Ensemble Singers
        • Section leader led rehearsal attendance tracking
        • Wardrobe management
        • Ensemble Singers attendance and payroll administration
        • Audition administrative support
        • Other management related operational items
  • Serves as on-site production manager for all VocalEssence rehearsals and performances of all Concert Series and Family Series events
  • Assists in planning all tours and run-out performances and serves as on-site tour manager for all national and international tours
  • Arranges guest artist logistics, including travel, itineraries, visas, payment, and lodging
  • Manages all expenses related to concert venues and concert personnel
  • Manages volunteers for concerts and other events
  • Other duties as assigned.

As Music Librarian

  • Orders music, processes and returns rental scores, in consultation with Artistic staff
  • Organizes and maintains music library through database management
  • Oversees VocalEssence Music Press, manages the process to get new pieces published and up for sale on Graphite Marketplace
  • Recruits and oversees volunteers to assist with the copying, distribution, and filing of music used by the VocalEssence Chorus & Ensemble Singers
  • Other duties as assigned.

Qualifications and Skills

  • Combination of education and experience in arts administration (minimum of 3 years) – production/operations experience preferred; college degree optional
  • Experience working with and supporting mature entrepreneurial leaders, including ongoing technical support
  • Experience working in an administrative role for a music organization is preferred
  • Strong computer skills including Microsoft Office, Customer Relations Management Database, and web-based applications
  • Excellent verbal and written communications skills in English
  • Demonstrated ability to work both independently and collaboratively with staff members
  • Self-assurance, persistence, patience, sense of humor, and excellent interpersonal skills
  • Proven ability to maintain confidential information
  • Appreciation of music and the artistic process

Job Requirements

  • Available for weekly Tuesday evening rehearsals and occasional evening and weekend work hours; standard 9:00 am – 5:00 pm work week schedule
  • Driver’s license, reliable form of transportation, and ability to drive rental trucks
  • Valid international passport
  • Ability to lift up to 40 pounds

Compensation: Full-time annual salary of $38,000 – $45,000 based on experience, with subsidized insurance and retirement package

Deadline for Application: April 12, 2019

 VocalEssence is an Equal Opportunity Employer

VocalEssence welcomes qualified applicants and employees regardless of their race, color, religion, creed, sex, sexual orientation, gender identity, age, marital status, national origin, or status as a qualified individual with a disability or protected veteran.