The Virginia Symphony Orchestra is seeking a motivated Operations Manager with outstanding communication and project management skills who will contribute to a positive, collegial, good-humored work atmosphere to get results in a fast-paced, high pressure, deadline-oriented environment. The Operations Manager coordinates the efforts of the Artistic Operations department to ensure all orchestra events (concerts, rehearsals, tours, run-outs, residencies, and special events) run smoothly, effectively and in a financially responsible manner. The Operations Manager also maintains the Master Calendar, is the primary point of contact with venues and contracted guest artists, attends orchestra services as assigned, and is the chief liaison for Artistic Operations to the Marketing, Development and Finance teams.

Principal Responsibilities:

Scheduling, Venues, & Concert Logistics

• Maintain the Master Calendar and plan all orchestra services, in consultation with Executive Vice President & General Manager and other artistic and production staff members. Ensure optimal working conditions within the Orchestra’s schedule, in compliance with the terms of the Collective Bargaining Agreement.
• Prepare and timely disseminate season and monthly orchestra calendars and communicate logistics to the Orchestra in coordination with the Personnel Manager.
• Serve as primary contact with rehearsal and concert venues including:
  • reserving dates,
  • reviewing and preparing contracts,
  • processing deposits/invoices/settlements,
  • reserving parking for musicians and staff,
  • communicating schedule and needs to venue staff in coordination with Production Manager,
  • and other logistical arrangements.
• Develop and monitor budgets for all concert and touring activities.
• Organize all tours, residencies, and run-out concerts, including transportation and accommodations.
• Book accommodations for out-of-town orchestra musicians.
• Draft preliminary Run-of-Show by project, including top-of-show announcements and sponsor recognitions, all in-concert stage movement, and audio/video/lighting plans—in coordination with the Production Manager—for approval by the Music Director, Executive Vice President & General Manager, and Artistic Administrator. Amend as necessary.

Guest Artist Arrangements

• Serve as primary contact with Guest Artists/Conductors once their contracts have been executed.
• Arrange Guest Artist/Conductor travel, local ground transportation, accommodations, and onsite hospitality, and prepare detailed Guest Artist/Conductor itineraries.

Project Management, Interdepartmental Coordination & Communication

• Coordinate project flow among library, personnel, production, and artistic staff to ensure deadlines are met and team is effective and efficient.
• Lead weekly interdepartmental discussions regarding upcoming concert preparations.
• Compile interdepartmental and production concert details and prepare detailed Production Schedules for technical advance, which include:
  • Front of House schedule with roles and assigned staff, sponsor information, and lobby event schedule and setup needs.
  • Backstage concert-day schedule with roles and assigned staff, dressing room assignments, and pre-concert events (eg. dress-rehearsal, soundcheck, hospitality schedule, pre-concert talk)
  • Run-of-Show (final & approved). This becomes the document from which a stage manager will direct venue & production staff.
• Coordinate activities of Development, Marketing, Education, and Equity & Engagement departments for special projects involving the use of venues, stage crew and/or orchestra in coordination with the Production Manager.

General

• Attend orchestra services, select Development events, and select Education & Communication events as flexible staff support, filling roles as assigned. Primary role will be as artist liaison and/or assistant stage manager. May include supervising the Production Assistant in the absence of the Production Manager.
• Perform venue site visits and evaluate concert opportunities.
• Monitor and coordinate Artistic Operations department’s timely adherence to the financial policies of the VSO.
• Maintain an inventory and manage the procurement of operations supplies, licenses, equipment, and services.
• Attend monthly All-Staff meetings, and schedule and lead weekly department meetings.
• Any other assignments that help drive the VSO’s forward-thinking vision, achieve our mission, and abide by our organization’s values.

Desired Qualifications:

• Bachelor’s degree in music or a directly related field, or suitable equivalent.
• Minimum three years’ experience in operations for a performance or presenting organization, or equivalent.
• Working knowledge of orchestral repertoire and performance practices required, with a high sense of professionalism in performance presentations.
• Computer proficiency including Microsoft Office Suite. Familiarity with OPAS Orchestra Management Software preferred.
• Experience working successfully with a variety of personalities including artists.
• Must accommodate a varying schedule, including nights and weekends, and manage a fluctuating workload week to week.
• Reliable personal transportation is required, because the regional reach of the VSO surpasses the capacity of public transportation.

Compensation:
$42,000-$50,000 salary, commensurate with experience. Plus excellent benefits, including health insurance and leave.

To Apply
Interested candidates should email a cover letter and resume (PDF’s only, please) to chavens@virginiasymphony.org, include “Operations Manager Applicant” in the email subject line.

About Virginia Symphony Orchestra

ABOUT THE VSO As the region’s most celebrated musical, educational and entrepreneurial arts organization, the Virginia Symphony Orchestra continues to challenge expectations and push the boundaries of what an American orchestra can be. Innovation and excellence are at the heart of the VSO’s narrative. The VSO has received national attention for its unique mission serving a home area of 1.7 million across the diverse communities of southeastern Virginia. Through appearances at the Kennedy Center and Carnegie Hall and commitment to adventurous programming, the VSO and its musicians have been highlighted in the media including The New York Times, The Washington Post, National Public Radio and BBC Worldwide News. As the largest performing arts organization in southeastern Virginia, the VSO and VSO Chorus present more than 150 concerts and events annually for more than 100,000 residents and visitors. Recent innovations include health and wellness programs, including interactive therapeutic experiences for people living with Alzheimer’s and dementia, and adopting welcoming concert environments for those who are neurodiverse. Since 2019, the VSO has been recognized nationally for... striving to reflect the region’s ethnic and racial diversity in its members, its programming, and its leadership. The selection of the young and dynamic conductor Eric Jacobsen as music director in 2021 was another bold step forward for the VSO, further expanding its vision to attract wider and larger audiences with engaging concert experiences and creative and relevant programming. Rounding out the artistic leadership team is Norfolk native Thomas Wilkins in the role of Principal Guest Conductor, reflecting the VSO’s commitment to tell its community’s stories and advance the important conversations that will promote understanding and belonging among all residents. experience.

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