Operations Assistant (2 positions)

Job Overview

Festival Mozaic is a fast-paced, fun and vital community nonprofit organization that presents performances by internationally renowned classical musicians and crossover artists in venues throughout San Luis Obispo County, California. The 2019 Festival dates are July 24 – August 4 and will feature chamber, orchestra and unclassical concerts, Notable Encounters, farm-to-table culinary events, free “Midday Mini-Concerts,” master classes, open rehearsals, and more.

The Operations Assistants are key members of the Festival Mozaic team and will work directly with the General Manager to ensure that all logistical operations of the Festival’s 30+ events run smoothly and that the Festival’s 50+ musicians have a positive experience. The Operations Assistants will provide administrative and event support to the General Manager and Music Director, and act as the Festival Orchestra’s librarians throughout the Festival. This position will also require interaction with the Executive Director, House Manager, Technical Director and stagehands, Recording Engineer, Festival photo/videographers, volunteers, musicians, venue staff and other apprentices. The ideal candidate will have knowledge of classical music and an interest in event production and/or arts administration.

Essential Duties & Responsibilities

PRIOR TO FESTIVAL:

• Assist with the creation of musician itineraries.
• Create and distribute musician welcome packets.
• Deliver music stands to rehearsal locations.
• Inventory and organize equipment, supplies, and merchandise.
• Prepare music folders for all orchestral programs.
• Create banners and other signage for events as necessary
• Distribute posters and brochures to local businesses.
• Draft program inserts, master class programs, menus, and other program materials.
• Learn and prepare all front-of-house technology (iPads, credit card readers, ticket scanners, wifi hotspots).
• Assist with setup and break-down for the 2019 original artwork poster release party.
• Attend pre-Festival volunteer orientation meeting(s) and help train volunteers on how to use iPads, ticket scanners, etc.
• Attend pre-Festival production meeting(s) and review master technical calendar with Festival team.
• Visit all Festival venues with General Manager and other apprentices.

DURING FESTIVAL:

• Attend all orchestra rehearsals and performances, chamber performances, UnClassical performances, Midday concertsand master classes. Attend select chamber rehearsals as assigned.
• In the General Manager’s absence, ensure that all aspects of the orchestra’s Collective Bargaining Agreement are abided by (primarily calling orchestra service start times, end times, and breaks).
• Take attendance at orchestra services. Notify General Manager of absences and assist with calling of late musicians as needed.
• Act as a liaison between musicians and Festival administrative staff. Assist musicians with daily needs related to schedule questions and changes, extra rehearsal requests, equipment needs, etc.
• Ensure that all orchestral parts are available at orchestra services. Distribute and collect music folders for each orchestra service, and transport music to all venues.
• Maintain PDF scans of all orchestral and chamber parts throughout the Festival, and in the case of misplaced or damaged parts, print and bind extra parts.
• Create practice parts, parts for Notable Encounters and page-turn inserts as requested.
• Distribute and collect chamber music media release forms.
• Assist with transportation of supplies between venues. Occasionally transport musicians.
• Assist House Manager/Volunteer Coordinator with lobby and musician hospitality setup. Staff FOH tables as necessary to sell raffle tickets, merchandise, fundraiser events, etc.
• Oversee setup and stage needs for special events, master classes and outreach concerts as assigned.
• Assist technical crew with stage setup, changes, and tear downs as assigned.
• Assist with communication of changes in Festival schedule to staff, musicians, and/or volunteers.
• Coordinate musician complimentary ticket requests.
• Assist Festival videographers with video recording setup/operation at select events.
• Occasionally act as page turner for Festival pianists.
• Run Festival-related errands. Be available for sundry needs facing the Music Director, including running essential errands, transporting and contacting musicians, photocopying, and other duties as required.

AFTER FESTIVAL:

• Assist with reorganization and restocking of equipment and supplies.
• Retrieve music stands and other items from rehearsal locations.
• Create thank you notes for donors, in-kind and media sponsors, wineries, etc.
• Create and send post-Festival survey to musicians, volunteers, and others.
• Assist with the return of rented and loaned equipment.

As a small organization, all employees of Festival Mozaic are expected to perform other duties as assigned.