AAADT Production Assistant

Job description

Alvin Ailey American Dance Theater Production Assistant Position Summary The Production Assistant supports the Production Stage Manager (PSM), Company Management, production crew, and dancers of Alvin Ailey American Dance Theater (AAADT). Reporting to the PSM, the Production Assistant calls assigned ballets. They also handle the daily studio, stage, documentation, and video work that keeps rehearsals and performances running safely and on schedule. The position covers rehearsal and performance weeks in New York, domestic and international tours, and special events. The ideal candidate is organized, dependable, and detail-oriented. They complete recurring work accurately and on time, follow established procedures, and communicate promptly. The candidate must have strong communication, time management, and interpersonal skills and a self-motivated, dedicated work ethic. They help maintain a safe and positive working environment. Essential Job Responsibilities Rehearsals and Studios • Prepare studios before company class and rehearsals according to department checklists. This includes floor tape and spike marks, barres, temperature, lighting, the sound system, and iPads with the correct rehearsal music. It also includes chairs for the artistic team and guests, set-up for musicians, requested props, and video equipment. • Check spaces and equipment before every call. Keep rehearsal spaces orderly and free of obstructions, and report hazards or equipment problems to the PSM promptly. • Start and break company class and rehearsals on time, observing required break intervals, and record accurate start and end times. • Take attendance at the start of each call. Notify the PSM and artistic staff immediately of absences or late arrivals, and follow up with missing dancers. • Maintain the callboard as the dancers’ central source of information. • Maintain the privacy of rehearsal rooms and company floors. Performances, Technical Calls, and Tours • Call assigned ballets and follow cue sheets as directed by the PSM. • Supervise activities and personnel on stage during rehearsals, performances, and technical calls. This includes giving time calls, tracking sign-in and attendance, and supporting crew with props, scenery, and costume changes. • Assist with load-in and load-out. This includes directing truck unload, posting venue signage and walking directions from hotel to venue, and setting up dressing rooms. It also includes monitoring temperatures, safety-taping backstage areas, and documenting venues with photos. • Maintain first aid kit supplies for stage and rehearsal use. • Assist Company Management with air and bus travel, including airport transfers and city-to-city travel. Account for all assigned dancers in transit and on arrival. Documentation and Administration • Prepare, proofread, and distribute daily schedules, casting sheets, cue sheets, sign-in sheets, run times, performance reports, theater checklists, venue reports, and other paperwork. Use the required formats and meet posting deadlines. • Verify details before submitting paperwork, including studio and dancer conflicts, casting, fittings, accompanist assignments, and program accuracy. • Post casting changes and communicate them to dancers, artistic staff, wardrobe, marketing, and Company Management according to department procedures. • Process paperwork for company class teachers and accompanists, and submit accurate timesheet information for weekly payroll. • Prepare materials and take notes for production and new works meetings. • Run production errands as needed. • Maintain accurate inventory of production equipment and office supplies, and verify stock before reporting shortages or requesting purchases. Video Archiving • Set up cameras and verify their settings before each recorded rehearsal and performance. • Record, edit, upload, back up, and manage rehearsal and performance footage and storage media according to department procedures. Maintain the AAADT video archives. Work Standards • Complete recurring setup and administrative tasks accurately and on time, without repeated reminders. • Follow established checklists, procedures, and supervisory direction, and apply feedback and corrections consistently. • Communicate absences, delays, changes, problems, and task status promptly to the PSM and appropriate staff. • Direct production questions to the PSM, and touring or administrative matters to Company Management. • Perform other duties as assigned by the PSM. This position involves extensive annual touring both domestically and internationally. Minimum Qualifications • 1–2 years of live performance, stage management, or production support experience (touring or dance background preferred). • Working knowledge of dance terminology and stage management workflows, including reading and following cue sheets. • Proficiency in Mac OS, Windows, MS Office, Zoom, and Teams. Video editing experience (Final Cut Pro) preferred. • Strong organizational, multitasking, and time management skills, with meticulous attention to detail. • Ability to follow established procedures precisely, take direction, and apply feedback. • Excellent interpersonal and communication skills, both verbal and written. • Ability to remain calm and adaptable in fast-paced, union environments. • Ability to establish and maintain productive working relationships in multicultural and diverse environments. • Positively represent the company in all public places. • Ability to travel extensively; valid passport required. Work Authorization/Security Clearance: Must pass criminal and child abuse background checks. Compensation: $1,133 (weekly minimum) - $1,133 (weekly maximum) Organizational Diversity: Alvin Ailey Dance Foundation is an Equal Opportunity Employer. Employment is based upon personal capabilities and qualifications without discrimination based on race, color, religion, creed, sex, sexual orientation, national origin, age, disability, marital status, veteran status, citizenship status, or any other protected characteristic as established by law. The Ailey organization expresses itself through the universal language of dance, rooted in African American tradition. On stage and off, we seek to bring together an inclusive community with no limitations. We connect through a common love of dance and treasure our heritage. We aim to be collaborative and nimble, while maintaining a cohesive and supportive work environment. How to Apply: Click on the apply link below and upload a file (accepted formats include .doc, .docx, or .pdf) that contains the following items: • Resume. • Cover letter detailing interest in the position with Alvin Ailey American Dance Theater. • Contact information for three references. NO phone calls, please.