Job purpose: To provide Administrative support to the Orchestra.

Duties and responsibilities

  • Estimate Ballet West Orchestra budgets for upcoming seasons in coordination with Ballet West staff
  • Determine instrumentation and doubling for all productions in future and current seasons, in coordination with Music Director
  • Distribute season schedules and updates to Ballet West Orchestra
  • Create and distribute pit plot and seating charts for each program involving the Ballet West Orchestra
  • Oversee pit set up
  • Attend production meetings as needed
  • Hire additional players beyond the Ballet West Orchestra
  • Process “onboarding” for any new musicians, in coordination with Ballet West staff
  • Maintain a list of substitute players and replace musicians due to unforeseen absence or scheduled vacancies
  • Keep attendance of each musician’s services, including any hired choirs
  • Distribute ticket vouchers to Ballet West Orchestra
  • Attend all performances involving the Ballet West Orchestra or provide a designated representative.
  • Field complaints from musicians, in coordination with Music Director
  • Add payroll on Paylocity and send spreadsheet to Ballet West Accounting, including wages, benefits, work dues, etc.
  • Coordinate national media scales with Ballet West Staff, Local 104, and the American Federation of Music offices in New York
  • Schedule and coordinate auditions, in coordination with Music Director


  • Music education
  • Knowledge of local players
  • Strong organizational skills
  • Ability to deal with complex problems
  • Punctual, especially to performances and rehearsals
  • Experience working as an orchestra contractor preferred

Working conditions: Some evening and weekend work, including irregular schedules. Presence may be requested to attend meetings concerning player behavior or performance. Walking in and out of theatre pits.

Physical requirements: May be asked to help lift chairs or music stands.

Direct reports: Musicians will report to the personnel manager or the music director, depending on the circumstance.

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