Orchestra Operations Assistant

Date Posted: Nov 29, 2019
Application Deadline: Dec 13, 2019
Start Date: Jan 20, 2020

Salary From: 35K To 40K
Province: Ontario
Region: Metro Toronto Area
City: Toronto
Employee Benefits: Health, Pension, Other (e.g. flex time, comp tickets, etc.)
Check Additional Info section for more Employee Benefits
Organization's Field/Discipline: The Arts
Job's focus: Administrative
Job Type: Full-time
Career Level: Entry level/ intern

Organization Description

Toronto Symphony Orchestra
One of Canada’s most respected arts organizations, the Toronto Symphony Orchestra (TSO) plays a vital role in the city’s dynamic cultural life. Committed to serving local and national communities through vibrant performances and expansive educational activities, the TSO offers a wide range of programming that resonates with people of all ages and backgrounds. With a notable recording and broadcast history complementing international touring engagements, the TSO is a unique musical ambassador for Canada around the world. Additionally, the TSO supports the development of next-generation artists through its annual open call for Canadian orchestral scores, and its essential Resident Conductor and Affiliate Composer positions.

Sir Andrew Davis serves as TSO Interim Artistic Director for the 2019/20 season, prior to the arrival of incoming Music Director Gustavo Gimeno in 2020/21. Since 1982, Toronto’s iconic Roy Thomson Hall has been the TSO’s home, drawing patrons from around the world. Soon to celebrate its centenary, the Toronto Symphony Orchestra’s name remains synonymous with musical versatility and growth, and artistic distinction. More information at www.tso.ca 

Job Description

The TSO is looking for a motivated individual with administrative experience and an interest in orchestra operations to start as soon as possible. This position works closely with TSO Operations and Artistic departments to facilitate the day to day orchestra operations, in addition to support long range planning processes. The Orchestra Operations Assistant reports to the Vice-President & General Manager, but takes direction from and works closely with the Manager, Orchestra Operations.

  • Provide administrative support to the Vice-President & General Manager including:

    • Managing communications

    • Monitoring calendars to prioritize activities and anticipate resource needs

    • Making travel arrangements

    • Preparing documents and presentations

    • Handling confidential correspondence

    • Creating and reviewing monthly expense reports

    • Scheduling meetings, preparing agendas and taking notes

    • Assist with catering, meeting set-up/take-down, as required; 

  • Assist with the day-to-day operations of the TSO in all aspects of concert production;

  • Under the supervision of the Manager, Orchestra Operations, liaise with Bookings staff at Roy Thomson Hall to assist in booking rehearsal and concert space for current and future seasons, including off-site choir rehearsals at various venues;

  • With the Artistic, Operations & Education departments, update data in OPAS (database);

  • Under the supervision of the Manager, Orchestra Operations, assemble, print, distribute and update the annual Schedule Book of Rehearsals and Concerts each season for all Toronto Symphony musicians and staff and keep OPAS and the online calendar updated with all changes;

  • Coordinate the concert duty schedule and perform concert duty on a rotating basis with Music Department staff;

  • Assist the Education & Community Engagement department with various tasks and program delivery, including Toronto Symphony Youth Orchestra (TSYO) activities, as required; 

  • Assist with logistics for all tours and run-outs of the TSO and the TSYO (including Camp Weekend), accompanying them on tour if and when necessary; participate in updating tour/run-out budgets;

  • Under the supervision of the Manager, Orchestra Operations, assist with tracking and payment of invoices and expenses related to stage production, including venue rental, instrument tunings, and IATSE charges;

  • Assist the Personnel and Production departments as necessary;

  • Assist the Vice-President & General Manager on various projects, as required.



Requirements:

  • Undergraduate university degree or relevant college diploma, and/or an equivalent combination of education and professional experience;

  • Keen attention to detail;

  • Excellent organizational, communication, and problem solving skills;

  • Strong interpersonal skills and the ability to develop and sustain cooperative working relationships;

  • Ability to work in fast-paced, high energy environment and manage multiple projects simultaneously;

  • Ability to take initiative, exercise discretion, and respond calmly to urgent situations inherent in the performing arts;

  • Ability to work with various database systems, knowledge of OPAS (Orchestral Planning Administrative System) an asset;

  • Previous experience in orchestral music and/or arts administration an asset;

  • Excellent Information Technology skills and experience with G suite (Gmail, Drive, Docs, Sheets, Calendar, etc.);

  • G class driver’s license.



Additional Info:

Flexibility in working hours is required with a combination of regular daytime hours in addition to various evenings and weekends based on the rehearsal/concert duty schedule.  

Start date is as soon as possible.



How to Apply:

Please mail resume and cover letter to:

Toronto Symphony Orchestra, c/o Nicole Balm
500 - 145 Wellington Street West
Toronto, ON M5J 1H8

Applications must arrive by 4:00 pm on Friday, December 13, 2019. The TSO thanks all applicants but only those selected for an interview will be contacted.  Selected applicants can expect to hear from the TSO by end of day Monday, December 16, 2019. Please note that first-round interviews will be conducted on Friday, December 20, 2019.

The Toronto Symphony Orchestra is an equal opportunity employer and encourages all qualified individuals to apply. The TSO is committed to providing accommodations for persons with disabilities. If you require accommodation, the TSO will work with you to meet your needs. While the TSO thanks all applicants for their interest, only those applicants selected for an interview will be contacted. No telephone calls please.  



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