Sr Associate Scheduling & Library Mgmt

The is a critical role within the Orchestra Management department, who will assist the Orchestra (Artistic) Manager with the day-to-day activities of the Firdaus Orchestra with particular regards to rehearsals, performances and recordings; scheduling and recording keeping; and repertoire uploads and adjustments. Responsible for providing and organizing all of the music needed for performances to the conductor and musicians, including managing music related queries. Maintaining and curating the Orchestra’s library of parts and scores. Supporting the Orchestra Manager as required in all tasks related to the effective management of the Musicians, the Music Director, Guest Artists and Orchestral activities

Firdaus Orchestra is being established as the first full time orchestra in the region. In line with this, the expectations are that you will be able to adequately commit yourself towards the orchestra from a time, effort and performance perspective.

The main responsibilities for this role include: 

Music Procurement

• Arrange for the purchase or rental of music sheets and music arrangements either online or via an individual to meet program needs for the orchestra performances
• Maintain a set-list for each performance and ensure related music clearances are in place.  Identify list of music arrangers to support in building music pieces according to the repertoire demand
• Check all incoming and outgoing performance materials for condition and completeness and take appropriate action to rectify any deficiencies

 Music Preparation

• Responsible for all aspects of music preparation, including but not limited to editing, proofreading, distribution, and managing the collection of and marking bowings in all string parts using the Newzik application
• Work with conductors and soloists to build music set-list music according to the specific performance requirements
• Coordinate all music performance materials to ensure versions of music sheets are compatible and aligned with the requirements of the performance
• Review all music pieces to determine if orchestra parts meet acceptable standards: legible parts, adequate rehearsal letters, numbers, and measure numbers. Proactively initiate necessary steps to correct problems that could disrupt rehearsals
• Ensure that there are enough parts, according to the music style demand i.e. Arabic section, oriental section and ensure that this is captured and briefed accurately with music arrangers; provide parts sufficiently in advance to the conductor and other designated string principals for bowing and pre-rehearsal practice
• Ensure that bowings, rehearsal letters/numbers, measure numbers, and cuts are compatible between the conductor's score, soloists’, and the players' parts;
• Assemble and maintain music sheets in orchestra folders

Concert and Rehearsal duties:

•  For rehearsals and concerts, arrive ahead of time to execute any changes in bowing, music sheets, etc. Ensure that all musicians have music and, if not, provide alternative materials. Manage conductor's scores and ensure musicians ipads are fully charged and working properly
• Follow up at every rehearsal with the conductor and string principals for possible bowing changes, mistakes to be corrected in the parts etc. 

Orchestra Library Maintenance

• Maintain a current file of publisher catalogues, research availability and cost of music to be ordered
• Maintain the orchestra's collection of scores and parts within Newzik
• Catalogue and file music purchased for the orchestra library, maintain accurate inventory, and ensure adequate security. Keep track of music clearance validity and ensure renewal of rights is highlighted to Orchestra Manager in a timely manner for action
• Keep track of pieces on Newzik, upload new pieces as necessary, take notes of required changes/adjustments during rehearsals 

Administrative

• Provide program listings, instrumentation requirements, and other information to musicians on request; proofread concert program book.  Maintain tracker for set list flow including duration in minutes
• Ensure invoices relating to music arrangers and other third-party music sheet provider are submitted to the Coordinator (PMO) and payments are released in a timely manner
• During budgeting process, provide inputs to the Head of Orchestra on projected rental and purchase expense figures for planned repertoire
• Assist Orchestra Manager in the research and analysis of repertoire
• Keep note and inform management of any additional instruments required for specific repertoire  

Rehearsals

• Create rehearsal schedule taking into consideration appropriate break time and ensure musicians are well-informed in advance
• Log significant events in connection with rehearsals or concerts such as complaints, tardiness, failure to wear appropriate dress
• Respond to conductor and musician requests, problems, and issues in a manner consistent with the organization’s practices and communicate such events to the Orchestra Manager in a timely manner

General

• Prepare music for all auditions and assist with the audition process for permanent and temporary positions within the orchestra
• Prepare master schedule to be distributed to musicians in a timely manner.
• Maintain orchestra roster of permanent players, share and update musician information with the Head of Orchestra
• Maintain selected list of players suitable for hire as extras or substitutes.
• Maintain a database of instrumentation needs of each piece performed
• Assist in hiring extra and substitute musicians, consistent with orchestra's artistic standards and Conductor/ Orchestra Manager’s advice, as necessitated by repertoire and player absence
• Track, maintain and inform section principals of hired musicians in a timely manner
• Assist members of the Orchestra team with day to day rehearsal and performance operations of the orchestra to ensure it is able to perform to its best ability at rehearsals, performances, recordings, and all other engagements.
• Arrange monthly/weekly orchestra schedules
• Accurately track attendance, sick and personal days, and leaves of absence
• Be available to musicians (on-the-floor access) as required to respond to any queries, issues and problems players may have, and to provide assistance to players as necessary
• Maintain data including musician contact information and social media presence
• Attend regional and international tours to support and assist the musicians, as required
• Maintain a respectful and positive environment for the musicians of the orchestra, fostering and encouraging open communication between the orchestra and management, and reinforcing institutional goals and values.

 2-4 years’ experience in similar industry/ field as well as: 

•  Bachelor’s degree in Music, Music Business, or Arts Administration   Experience and knowledge of the Performing Arts is essential to the success of this position
• Candidates with experience as a musician or member of the administrative team of orchestras preferred 
• Passion for music, music education and a deep interest in artistic administration is essential
• Excellent communication and people skills
• Excellent organizational skills
• Experience in the administration of musicians and/or artists in live performance
• Experience in negotiation and conflict resolution
• Familiarity with orchestral performance practices, repertoire and ability to read music
• Creative thinker
• Able to work effectively and flexibly within a diverse team environment
• Transparency, integrity and honesty
• Sense for integrity and confidentiality