Artistic Planning Coordinator

A member of the Artistic/Music staff, the Artistic Planning Coordinator provides a supportive and vital role in the department of Artistic Planning.  Providing administrative support in areas of contract administration, audition booking other administrative duties, this role will also have a significant role in the scheduling office for the Canadian Opera Company and Four Seasons Centre. Duties will include calendaring, scheduling events, booking spaces, filing, and coordinating auditions. This job will occasionally require working in the evenings and on weekends.

KEY RESPONSIBILITIES

FOR ARTISTIC PLANNING DEPARTMENT

• Manage the calendar for the Director of Artistic Operations and Planning (adding key rehearsals and events, adding/modifying travel information, coordinating meetings, booking meal reservations, resolving conflicts, etc.)


• Coordinate soloist auditions with agents, artists, and music staff for the Director of Artistic Operations and Planning and the Music Director.


• Reconcile monthly VISA statements for the Artistic Department and file receipts


• Assist with correspondence to agents, artists, and third parties on behalf of the Director of Artistic Operations and Planning


• Coordinate the audition schedule and communicating details to competitors for the annual Centre Stage competition


• Assist with coordinating Chorus auditions by collecting resumes and repertoire lists


• Update the Microsoft Outlook address book with incoming artist information


• Compile contact lists for mainstage productions

FOR SCHEDULING

• Assist with data entry and booking management using the ArtsVision scheduling software


• Pull, edit, and distribute reports from ArtsVision as needed


• Schedule day-to-day rehearsals, coachings, and training activities as needed in coordination with the Scheduling Manager and Director of the Ensemble Studio


• Stand in for the Scheduling Manager on sick days and on the Scheduling Manager Free Day (Sunday)


• Assist with distributing daily and weekly schedules digitally, and posting them at the office corkboards as needed


• Take attendance and notes for the weekly logistics meetings, update space use & status, and circulate the report to members following each weekly meeting


• Coordinate space bookings in collaboration with staff, the logistics committee, and the requesting party


• Liaise with third party arts organizations which have booked auditions or spaces to coordinate details


• Update the Outlook distribution lists at the beginning of each season and throughout the season as necessary


• Train Production Assistants and provide ongoing guidance to them

Other duties as assigned.

QUALIFICATIONS

The successful candidate should possess (required):

• Working knowledge of theatre with an interest in opera


• Education in the field of theatre/stage management/arts administration


• Previous experience with scheduling


• Ability to multi-task efficiently within a fast-paced environment


• Keen attention to detail


• A friendly and professional disposition


• An ability to work well with others


• Ability to learn quickly and think outside of the box


• Strong working knowledge of Microsoft Office, with emphasis on Outlook, Word and Excel and Teams


• Computer proficiency and adaptability


• Ability to prioritize tasks to meet conflicting deadlines

The following would be assets:

• Training in classical music or opera


• Experience in event coordination

ABOUT THE CANADIAN OPERA COMPANY
Based in Toronto, the Canadian Opera Company is the largest producer of opera in Canada and one of the largest in North America. General Director David C. Ferguson joined the company in 2024, forming a leadership team alongside Music Director Johannes Debus.The COC enjoys a loyal audience, including a dedicated base of subscribers, and has an international reputation for artistic excellence and creative innovation. Its diverse repertoire includes new commissions and productions, local and international collaborations with leading opera companies and festivals, and attracts the world’s foremost Canadian and international artists. The company is an incubator for the future of the art form, nurturing Canada’s new wave of opera performers and creators with customized training and support. The COC’s purpose-built opera house, the Four Seasons Centre for the Performing Arts, is hailed internationally as one of the finest in the world. For more information, visit coc.ca.

As Canada's largest opera company, the COC deeply values equity and diversity across all levels of the organization and believes in fostering an inclusive, discrimination-free environment that fully supports our team’s personal and collective success. We are committed to building a workforce that reflects our community, our city, and our country and, in turn, the COC welcomes applicants from all backgrounds and abilities who share and embrace these values of anti-racism and inclusion.

The COC is committed to providing accommodations for people with disabilities in accordance with the Accessibility for Ontarians with Disabilities Act (AODA) in all parts of the hiring process. If you require an accommodation, please let us know and we will work with you to meet your needs.

The Canadian Opera Company thanks all applicants in advance, however, only those considered for an interview will be contacted. No phone calls or agencies please.

Interested candidates must have their information submitted by Sunday July 20, 2025 to be considered