Program Assistant, Ravinia Steans Music Institute - Seasonal

Company Description

Ravinia® is both North America’s longest-running not-for-profit music festival and its most artistically diverse. Over 100 different events by a mix of classical, rock, pop, jazz, R&B, indie, and country performers make up a typical summer season on our two open-air and two indoor stages. Each year the Chicago Symphony Orchestra is featured in six weeks of concerts, many with Chief Conductor Marin Alsop. Offstage and year-round, Ravinia’s Reach Teach Play education programs engage 75,000 children and adults—in schools with little to no music curriculum, in our Chicagoland communities, and at our 36-acre park—in our mission to make music equitably accessible to all.

During the same summer months, the Ravinia Steans Music Institute (RSMI) provides young professional classical and jazz musicians with career-advancing training and performance opportunities. RSMI offers summer residency to approximately 65 fellows during Ravinia’s summer festival season. More information about Ravinia Steans Music Institute is available at http://www.ravinia.org/Steans

Job Description

Ravinia Festival seeks passionate and dedicated staff for its summer conservatory, Ravinia Steans Music Institute (RSMI). The Program Assistant is an important member of RSMI’s administrative team, reporting to the Assistant Director of the Institute, and working closely with other RSMI staff to perform all aspects of RSMI’s daily operations. Key responsibilities include concert preparation and production for 20+ performances in Ravinia’s Bennett Gordon Hall; maintaining the smooth operations of the John D. Harza Building; and responding to and prioritizing artist requests.

RSMI offers employees the unique opportunity to engage in various aspects of arts and program administration, while developing relationships with the fellows and faculty in residence at the Institute. The fellows are young professional musicians (ages 18 - 30) at the beginning of their careers and the faculty includes Ravinia performers and world-renowned musicians. The ideal candidate is an organized and collaborative worker with a passion for helping bring live music to life. The in-person position averages 32 - 40 hours per week, including work during nights and weekends. 

Duties and Responsibilities:
Concert Preparation and Production

• Stage management of multiple RSMI Concerts, including preparation, backstage and onstage responsibilities 
• Concert program insert production, including sourcing artist materials, creation of program notes, and assembly utilizing Adobe InDesign
• Video and audio recording and processing for artist rehearsals *no experience required

Administrative Assistance

• Regular communication via email, phone and in person with RSMI faculty, fellows, and guest artists, as well as other Ravinia Festival staff and Festival partners in support of RSMI’s operations
• Manage the reservation of rehearsal spaces in the Harza building, resolving issues of double bookings, ensemble size constraints and faculty requests as they arise
• Assist with the management of day-to-day office operations, including opening and closing the Harza building, managing the Artist Services Desk, monitoring Ravinia’s residential houses, and ensuring necessary supplies are appropriately stocked.

Artist Hospitality

• Respond to and prioritize varied artist requests from fellows, faculty, and guest artists
• Provide ground transportation to artists in RSMI’s fleet of vehicles 
• Oversee the daily catering operations from on-site vendors, off-site partners and local Highland Park restaurants

Other Duties, Operational Support and Special Projects as Assigned

Qualifications

Knowledge and Skills:

• Demonstrated ability to work well as part of a team and independently
• Strong communication, organization, and problem-solving skills
• Commitment to following instructions and procedures accurately; detail-oriented
• Flexibility and creativity in the face of challenges
• Punctuality and ability to work outside of normal business hours
• Knowledge of Microsoft Office, Google Suite, and superior word-processing skills
• Must have or be able to establish either a permanent or summer residence in the greater Chicago area
• Acceptable driving record.**

**Driving Record Requirements to Operate Ravinia Fleet Vehicles

• Drivers must be age 19+
• Record must be free of any violation for speeding in excess of 19 mph over the speed limit within the last 3 years
• Record must be free of multiple speeding violations (of any severity) within the last 3 years