Producing Artistic Associate
Porchlight Music Theatre is Chicago’s home for music theatre, celebrating the past, present and future of this unique American art form for over 25 years. As an Artist In-Residence at the Ruth Page Center for the Arts in Chicago’s Gold Coast, we present our Mainstage and Porchlight Revisits series in this intimate, historic 218-seat venue. Other programs bring us to neighborhoods across the city, and our award-winning productions serve 35,000+ patrons each season. After the pandemic shuttered stages last spring, Porchlight has continued to be an industry leader with virtual programming, offering a wide range of both free and premium programs.
As we plan for our reopening this fall, Porchlight Music Theatre seeks a highly motivated, enthusiastic and experienced Producing Artistic Associate. This position provides operational and creative support for the artistic activities of the theatre, including administrative and creative assistance to the Artistic Director. The Producing Artistic Associate works collaboratively with all departments and communicates extensively with hired artistic and production staff in overseeing company management, casting support and executing special events and artistic initiatives.
Company Management (30% of time)
Serve as the main point of contact for the companies of all productions/events including Mainstage, Porchlight Revisits, New Faces Sing Broadway and other performance-related events.
- Maintain information/resources for each production, managing access in shared drive, for:
- Headshots and bios
- Contract Log with accurate info on payment amounts/dates, contact info, overtime and scheduled absences (coordinating with SM and Finance)
- Contact Sheets (shared among all company members at appropriate times)
- Create, manage and distribute individualized welcome/info information and attend Meet & Greets in person to review information.
- Execute and ensure timely return of all agreements/contracts and other paperwork.
- Distribute rehearsal materials in an efficient and trackable manner; make additional copies of and/or source materials as needed; collect materials and return per deadlines.
- Support guest artists including arranging travel/accommodations when needed.
- Create (with designer and outside apparel vendor), sell and distribute production-specific apparel for individual mainstage companies (available for order at start of rehearsals).
- Order mainstage company dinners and provide order info to Audience Services and SM.
- Maintain regular check-ins with the company throughout the production.
- Serve as Disciplinary Contact for company members, addressing issues in a timely and documented manner.
- Plan and execute opening night receptions for Mainstage and Revisits companies.
Casting Support - 30% of time
Provide support to the Artistic Director and guest artists in casting and related activities.
- Coordinate all logistics for auditions, including posting notices, setting up/monitoring online audition sign-ups, managing/distributing video submissions to artistic staffs, scheduling monitors, hiring accompanist, overseeing audition-room setups, etc.
- Communicate with directors, music directors, etc. in the gathering/creating of sides and sheet music/recordings, character descriptions and breakdowns for auditions.
- Communicate with all artists in the hiring process including invitations to audition, notification and scheduling of callbacks, notice of release, etc.
- Serve as liaison between artistic, production, and administration for the hiring of actors/personnel.
- Recommend candidates as needed throughout the casting and performance process.
- Attend area productions and showcases to scout talent for future productions.
Producing Support - 30% of time
Support Artistic Director in planning and executing productions and events.
- Support the Artistic Director in planning and curating future seasons and events.
- Assist the Artistic Director and Director of Production in assembling creative and technical teams.
- Communicate and track contract offers/negotiations to actors, directors, music directors and stage managers.
- Curate and coordinate post-show discussions, working collaboratively with Education and Marketing as part of a larger audience engagement initiative.
- Collect and assemble program content and send to Marketing (in-house designer) and/or outside printer; manage execution and delivery to Audience Services.
- Serve as a knowledgeable and enthusiastic artistic representative of Porchlight at performances and events as requested.
- Serve as project manager (research, planning, budgeting) for additional performances, such as Broadway in Your Backyard, Porchlight Carolers, New Works Festival and donor events.
- Work collaboratively with Artistic Director to create set list, script & structure for special events.
- Source sheet music required for productions and special events.
- Create/assemble “Behind the Show Backstory” content, make edits as directed by AD.
- Report BMI/ASCAP rights, contracts and payments.
- Assist AD in preparing materials and information for the board and other stakeholders.
- Transcribe Mainstage scripts for open caption performances.
- Transcribe Porchlight Revisits scripts for performance.
- Arrange meal/”craft service” for all rehearsal/performance needs.
- Coordinate all assemblage and scheduling of concert/cabaret/new works performances as directed by AD.
- Research/Assemble musical/script materials for concert/cabaret performances as directed by AD.
- Pursue outreach partnership opportunities for concert/cabaret events as directed by AD.
Other Duties as Assigned - 10% of time
- Participate in organizational planning such as strategic meetings and external committees
- Attend relevant training to stay current on industry norms and best practices
- 1-2 years of experience, or equivalent exposure, in casting and company management at a resident theatre or for a commercial producer
- Excellent communication and organizational skills
- Detailed-oriented and ability to multitask
- Ability to work nights and weekends as required
- Knowledge of musical theatre repertoire past and present
- Knowledge of local musical theatre talent
- Knowledge of AEA and SDC contracts
- Ability to draft and interpret personnel contracts
- Knowledge of excel, Google Drive, and other Windows applications
- Starting at $36,000 annually
- Benefits: Individual PPO health insurance with 80% employer contribution; generous paid time off (PTO) and paid holidays
Please send cover letter and resume via email to firstname.lastname@example.org. No phone calls, please.
Porchlight Music Theatre is an equal opportunity employer. Applicants from populations underrepresented in the theatre field are strongly encouraged to apply.