California Arts Council

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Operations and Events Manager
Ojai Music Festival

Ojai, CA

OJAI MUSIC FESTIVAL 

Internationally regarded as one of the most influential annual classical music events, the Ojai Music Festival has long served as a creative musical laboratory for artists, composers and audiences alike to explore new and unfamiliar repertoire. The Festival uniquely combines the intimate setting of Ojai with artists performing innovative programs over an extended weekend to create an immersive experience. The Festival is committed to fostering a positive and dynamic culture among the performers, artistic staff, administrative staff, audience, volunteers, and the Ojai community. In addition, the Festival’s BRAVO education & community program actively teaches area youth about music and how it relates to other core curriculum subjects, as well as enriches the lives of the local elderly community. The Festival successfully led a community effort to raise $4 million to rebuild Libbey Bowl, which held its grand opening at the June 2011 Festival.  

The Festival Operations & Events Manager reports to the Chief Operating Officer and works directly with the President, Artistic Director, Festival Producer, and Development Director. Primary responsibility is the planning and execution of on-the-ground operations of the Festival in June and special events throughout the year. 

Overall scope of Responsibilities:

Festival Operations 

  • General Festival 
    • Manage all rentals, contracts, permits, labor needs, signage, equipment 
    • Create and manage tech schedule with team leading up to the Festival 
    • Create and manage operations budget with Producer and Artistic Director, perform end of year reconciliation 
    • Assist with Festival housing as needed 
    • Primary liaison with City of Ojai staff 
    • Serve as staff support/supervision for front of house 
    • Oversee and Manage Emergency Plan & Procedure
      • Work with audience experience manager to review/update 
      • Coordinate training and orientation for staff and contractors 
      • During Festival serve as part of emergency response team 
  • Produce and execute Libbey Park plan/program 
    • Oversees the following areas: security, parking, volunteers, and front of house
    • Supervise Libbey Park coordinator, security, volunteer coordinator, front of house manager, head usher, booth managers, and parking positions 
    • Work with COO/President/Board member to curate the park plan
    • Manage all details of Libbey Park load-in and load-out
    • Manage vendor contracts (lighting, IT, booth vendors)
  • Assist production team in the following areas:
    • Secure venues and insurance
    • Manage equipment and rentals 
    • Hire additional labor 
    • Assist with transportation (car rentals, flights, truck rentals)

Special Events Operations 

 

  • Produce events throughout the year under the supervision of Development Director 
    • Create event sheets
    • Secure venues, permits, and insurance 
    • Manage sound equipment and rentals and signage 
    • Hire contractors/caterers/valet/parking attendants 
    • Manage budget with Development Director 
    • Work with Office Manager to track RSVPs and produce attendee reports  
    • Oversee day-of logistics and scheduling 
    • Coordinate all rentals, contracts, permits, labor need, signage 
  • Work with Ojai Festivals Women’s Committee to provide operation support for annual Holiday Home Tour & Marketplace in November
    • Assist with venues and additional rentals
    • Arrange/obtain permits and insurance 
    • Plan signage and appropriate City permits 
    • Assist with shuttle logistics 
    • Manage event and set up IT
    • Work event to trouble shoot   

Producer Assistant 

  • In-house coordination for production accounting (working to code checks, check GLs, do check requests, and keeping records)
  • Produce Festival event sheets 
  • Update artists’ schedules as production schedule evolves 
  • Track and file fully-executed contracts
  • Assist producer with other duties as assigned   

Office 

  • Manage IT vendor and evaluate technology solutions for office and Festival
  • Train new staff with IT and be point person for all IT issues
  • Manage office equipment needs 
  • Manage major software contracts (Patron Manager, Blackbaud, Financial Edge) 
  • Work with marketing and development departments on data analysis 
  • Oversee building improvements and maintenance 
  • Manage phone system 
  • Manage Festival storage units and inventory

Skills, Knowledge and Abilities:

  • Strong organizational and critical thinking skills
  • Strong written and oral communication skills
  • Highly proficient with Microsoft Office products especially Excel and Word, FileMaker a plus (willing to learn new systems)
  • Understanding of technology 
  • Strong analytic data skills
  • Must work well and thrive in high pressure situations
  • Diligent, flexible and handles unexpected challenges effectively
  • Able to manage and work with a diverse a team of staff, contractors and volunteers 
  • Excellent interpersonal skills
  • Proven ability to problem solve and demonstrates innovative thinking
  • Demonstrates sound judgment 
  • BA and 5 years of relevant operations experience
  • Ability to perform daily work in an office environment 
  • Light to moderate lifting/moving of equipment is routine  

Attributes: 

  • Excellent at multi-tasking and setting priorities
  • Ability to develop and maintains positive relationships with multiple constituencies
  • Ability to analyze data 
  • Takes the initiative when given an assignment 
  • Requires little supervision 
  • Models high standards
  • High attention to detail 
  • Sense of humor a must
  • Adaptable to a high paced office environment with many last minute adjustments 

Supervisor: Chief Operating Officer

Working closely with Festival Producer, Director of Development, Artistic Director, and President

Full-time year round exempt position with benefits. Salary range commensurate with relative experience. 

The information contained herein is not intended to be an all-inclusive list of the duties and responsibilities of the job, nor are they intended to be an all-inclusive list of the skills and abilities required to do the job.

 

 

As of 8/30/2017



Contact:Sherry Devine
Email:info@ojaifestival.org
Phone:805.646.2094
Address: 201 S. Signal St.
Website: www.ojaifestival.org

Deadline: 09-18-2017


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