Disney Theatrical Group – Production Assistant

This is a 12 month FTC position based in our Lyceum Theatre office in Central London. You will be expected to provide a high level of production and administrative support for Disney’s self-produced shows. Normal working hours apply but out of hours work will be expected as necessary and can also include evenings and weekends.

What You Will Do

Auditions/Casting/Offers/Contracts

• Assist in securing audition and rehearsal space for new/existing productions in a timely fashion and within budget.
• Liaise with Casting Director and arrange open calls and auditions as required.
• Handling audition logistics – audition space/pianists/SM’s.
• Accurate logging and update on offers.
• Draft, arrange and distribute contracts for cast, crew and orchestra and track full execution of these agreements.
• Creatives/Associates show watch scheduling (re-cast).

Children – Casting and Welfare

• Liaise with Children’s Casting Director/Organiser.
• Draft cast offers and contracts for all children.
• Handle admin for children with each Head Chaperone.
• Regular contact with the children backstage and check-ins with them/chaperone team.
• Close collaboration with tour children’s administrator for all children’s admin/licences/schedules.
• Travel and accommodation for children on tour and as required for London productions.
• Creation of children’s performances schedules and distribution of same to parents/creatives/tech teams and theatre staff as required.
• Chaperone licence not mandatory but valuable for emergencies.

Administrative

• Administrative support for all members of the Production Department.
• Help maintain effective filing systems and other systems for the Disney Production Office.
• Organise and minute regular production meetings and other meetings as required.
• Manage the Company HR, Right to Work, and Immigration records and ensure they are up to date.
• Oversee and update the internal show schedule calendar.
• IT support liaison between Production Office, Show Crew and Disney IT.
• Produce and distribute schedules, employee starter forms and welcome packs for all new production cast, musicians, and staff Maintain and distribute a UK One Liner of key dates and events on all productions.
• Attend and minute appraisal, disciplinary, and grievance meetings as required.

Travel and Accommodation

• Manage and complete travel itineraries, accommodation and travel for all cast, creative and production staff in the UK and Internationally.
• Work closely with US contacts – book all travels for visiting creatives and VIPs.
• Book majority of travel for crew load in/load outs on the tour (with technical assistant).
• Book majority of travel and hotels for the children on tour.
• Compile and send out travel itineraries.

Production Specific Administration

• Obtain programme biographies and photos from creative team and cast members and liaise with Marketing Dept on the creation of the programme.
• Respond to patron complaints and special requests and track progress of same.
• Produce and distribute schedules, employee starter forms and welcome/touring packs.
• Produce and distribute script and scores with Stage Management and Production Supervisors.
• Liaise with venue(s) for external events/scheduling if required.
• Work with legal team on drafting of vendor, associate, freelancer, and creative agreements.
• Assist production team on the set up and running of any workshops for potential new titles.

Marketing and Events

• Aid with all live, promotional, educational, charitable events, launches and any press activity. Attend as required.

Required Qualifications & Skills

• Experience in a busy administrative role
• Experience of supporting a team, including travel and diary management
• Theatre experience
• Ability to work to tight deadlines in a fast and dynamic environment.
• Attention to detail with an organized approach.
• Strong team player, dealing with staff at all levels in a calm and professional manner
• MS Word, PowerPoint, Excel, Outlook

20/09/2024

Fixed Term, Full Time