Position:    Director of Artistic Operations

Reports to:    Music Director and Executive Director

FLSA Status:    Exempt/FULL-TIME POSITION

Direct Reports:    Personnel Manager/Billings Symphony Youth Orchestra Manager, Stagehands

Position Summary:

The Director of Artistic Operations is an integral member of the Billings Symphony artistic operations staff, contributing to the creation of exceptional symphonic music presentations and patron experiences. This position works directly with the Music Director, Orchestra Personnel Manager, Billings Symphony administrative staff, musicians, guest artists, venue personnel, and third-party vendors. This position will oversee the Orchestra Personnel & Youth Orchestra Manager, on-site Billings Symphony production crew, and be the liaison and primary contractor for venues, guest artists, and third-party production crews for all Billings Symphony concerts, events, other productions.

General Responsibilities:

• Organize and lead pre-production meeting scheduled in advance of all events.
• Assist Music Director and Executive Director in creation of annual production budget and other projects and activities as needed.
• Evaluate and secure necessary crew for services and set changes; for services in the Alberta Bair Theater (ABT) (or alternate venue), communicate needs to the Technical Director of the venue who will then schedule the stagehands call. When a change of requirements or new information result in the need to quickly add an additional stagehand, make the request directly to the Technical Director with approval for additional costs in advance from Executive Director/Music Director. Coordinate with other venue staff as appropriate, such as St. Patrick Co-Cathedral, Billings Depot, Babcock Theatre, and Symphony in the Park operations.
• Oversee the venue stagehands and additional Billings Symphony stagehands.
• Create and distribute technical schedule, run order, stage plot. Ensure that rider requirements are fulfilled within budgeted amount.
• Coordinate use of extra equipment such as sound reinforcement, video projector, gobos, colored specials, piano tunings, lavalier mics, props or rigging requirements.
• Prepare stage plots to be submitted electronically to the Music Director for approval, and forward approved stage plot to venue Technical Director (as needed) no later than one week in advance of first rehearsal.
• Submit purchase requests or additional stage needs which would incur additional costs to Executive Director for approval in advance.
• Procure special instruments as needed.
• Maintain and track Billings Symphony-owned instruments and production equipment.
• Create and annually update operations manual.
• Supervise Billings Symphony Personnel Manager/Billings Youth Orchestra Manager.
• Act as Personnel Manager in the event the Billings Symphony Personnel Manager is unavailable for a service.
• Disseminate information from Executive Director, Music Director, or Librarian to musicians as needed.
• Oversee personnel hiring and payment process; resolve all financial discrepancies with administrative staff.

Artistic Administration:

• When requested, engage guest artists as directed by Music Director
• Generate contracts for guest artists with instructions from the Music Director.
• Review technical riders and make recommendations for savings.
• Coordinate with guest artists regarding transportation and other needs.
• Contracted guest artists: fulfill rider needs, and coordinate with Billings Symphony office regarding payroll paperwork, contact information and check distribution.
• Coordinate and communicate with guest artists regarding hotel, ground transportation and other needs during concert week.
• Fulfill guest artists’ transportation and other needs.
• Coordinate with Billings Symphony staff on outreach, education activities and other types of collaborations.
• Generate contracts for outside engagements with instructions from Executive Director.
• Participate in Master Agreement negotiations and selected planning meetings as part of the Billings Symphony management team.
• Advise the Executive Director and Music Director regarding the interpretation of and adherence to all contracts consistent with general professional orchestra practice, Billings Symphony policy, the master agreement, and individual musicians’ contracts.
• Advise Music Director and Executive Director regarding schedules and conditions for home services, tours, and run outs.
• Oversee master schedule and check that it remains consistent with provisions of the master agreement and individual musicians’ contracts.
• Other duties as assigned

Operations:

• Secure venues for all Billings Symphony ensemble services.
• Serve as on-site liaison to venues at rehearsals and performances.
• Direct the load-in at the service site to ensure that the stage is set and ready to receive musicians no later than ninety minutes prior to the scheduled start of the service. Arrive when hall is open for rehearsals and performances. Must be present at all services, unless excused by Executive Director & Music Director in advance.

• For rehearsals and concerts, arrive early enough to answer all questions, and solve any issues that may arise.

• Manage necessary set changes. Ensure safety and comfort of the performers and audience (as related to stage activity.)
• Coordinate and monitor venue safety and environmental functions with the on-site staff in all venues. Report all venue problems and resolutions to the appropriate venue personnel (FOH Manager, Technical Director), Billings Symphony Executive Director, and Personnel Manager.
• In association with the event producer, manage off-site situations that may arise during a service related to the instruments, stage set-up, venue or guest artists.
• Transfer, store, and maintain orchestra equipment. Rent necessary instruments/truck/equipment as authorized by the Executive Director. Comfortable driving a rental truck up to 26’ long.

• Set conductor’s scores and batons at concerts and rehearsals as needed.
• Coordinate with Billings Symphony percussion section regarding instrument needs.
• Deliver playbills, posters, easels & any merchandise to, and remove from, concert hall or venue.

Digital/Audio/Video Production:

• Coordinate with production staff, including audio, video, and recording needs. Obtain quotes for each event, as needed.

• For livestreamed concerts, prepare scores/video shot list, or procure a shot-caller.
• Provide minor audio support for Billings Symphony events using company-owned equipment when applicable.
• When requested, record rehearsals for listening/practicing.
• Oversee editing process of all symphony content; maintain brand standards, correct titling, copyright approvals as provided by librarian, and approvals for release.
• Catalogue and maintain backups of Billings Symphony video and audio recordings with librarian.

About the Billings Symphony

The Billings Symphony is the only professional symphony within a 140-mile radius. Now in its 73^rd season, the Billings Symphony has set the standard for outstanding symphonic concerts and outreach for more than seven decades. The Billings Symphony serves a regional population of 250,000 and a local population of 150,000. The annual performance season includes The Classic Series and the Sukin Series. The eight-concert Classic Series, including three Nutcracker performances, is held in the newly renovated and historic Alberta Bair Theater. Our Sukin Series is a six-concert series held at smaller and more intimate venues throughout Downtown Billings. In addition, the Billings Symphony season includes two Chorale concerts, one free concert for underserved students, one school concert, one free family concert, the annual free Symphony in the Park concert, and a variety of community engagement activities as a part of a normal Billings Symphony season. Throughout the last 15 years, the Billings Symphony reached more than 35,000 children, adults, and seniors in Billings and surrounding rural communities annually through regular performances and community engagement.

Diversity, Equity & Inclusion

The Billings Symphony is committed to building and fostering diversity, equity, and inclusion. We believe that access to music is a human right, and we carry that belief forward within the communities where we live and work. We live our mission through inviting environments that are accessible to all and by representing our diverse community on our stages and in our programming, audiences, and activities.

The Billings Symphony is proud to be an equal opportunity employer. We encourage applications from diverse candidates, and we are committed to the creation of an inclusive work and performance environment for all employees. We will not discriminate and will take affirmative action measures to ensure against discrimination on the basis of race, color, gender, gender expression/identity, national origin, age, religion, creed, disability, veteran’s status, or sexual orientation.

Qualified candidates should submit a resume and cover letter to Mario@billingssymphony.org