Job Purpose:
We are seeking a detail-oriented Senior Assistant Executive (Scheduler) to join the Technical Production team to assist in the deployment of technical production crew / trainees for the various work calls to ensure the effective use of manpower and the appropriate placement of the right technicians (i.e. with the relevant skills) to the right jobs.
Duties &Responsibilities:
- Responsible for scheduling all technical crews, including trainees and interns. The crew will be scheduled based on the parameters and criteria developed by the Technical Production Department. This entails:
- Prioritizing scheduling to involve full-timers before casuals to optimise resources.
- Contacting possible crew to get their availabilities.
- Planning manpower deployment to ensure the same crew is mobilised for the event to minimise handovers, which may cause complaints and disruptions.
- React to unforeseen changes in crew availability that may require immediate action if the event is due soon by looking for replacements and possibly reshuffling deployment.
- Responsible for completing schedulers timesheets ensuring that the timesheets are accurately and promptly completed.
- Coordinate with production coordinators regarding any crew shortage.
- Maintains a production database and skill checklist for the technical crew and all their competencies/skills.
- Collating hours worked by technical crew each month to assist in department monitoring of recoverable vs non-recoverable hours.
- Monthly updates of website event listings for all centres.
- Monthly updates of digital board event listings for ยท Victoria Theatre and Victoria Concert Hall and The Arts House.
- To carry out and assume any other duties and responsibilities as and when assigned by the Production Director and senior management.
Requirements:
Education
- A tertiary or any post-secondary qualifications
Experience
- Minimum 3 years of experience in Theatre technical production or performing arts administration.
- General knowledge of the arts industry and theatre technical production procedures is crucial.
Skills
- Strong administrative skills, especially in Microsoft Word, Excel and Outlook.
- General people management skills and the ability to work as part of a team are essential.
- Skill in quality customer service, good communication, and strong interpersonal skills.
- Ability to interpret and communicate ideas and information effectively.
- Being Fluent in written and spoken English and other languages is an advantage.
*Do note that this is a 2-year contract role.
