Administrative Assistant
Administrative Assistant-Contracts & Billing
Administrative Assistant
We are looking to fill a full-time position that provides administrative assistance to a number of artists. Our office is located in midtown Manhattan and we are currently working on a hybrid remote and in-office 2 days a week schedule.
Essential Duties and Responsibilities include the following in the artist administration role:
• Creates and maintains artist season calendars
• Prepares, processes and tracks performance contracts and invoices
• Tracks artists’ payments and/or commissions
• Assists artists with all logistical details associated with concert touring, including creating itineraries and coordinating rehearsals, travel, hotels, and visas
• Regularly updates our client management system with all financial and travel details including personal details and preferences
• Communicating travel arrangements and building relationships with presenters, local agents and travel partners
• Fields routine and non-routine questions via phone and email including communication with artists, presenters, orchestra managers, and record labels worldwide
• Updates and maintains publicity materials, and field publicity inquiries as necessary
• Creates and designs general correspondences, memos, and financial reports; tracks ticket sales with presenting organizations; updates company database (Overture)
• Works independently and within a team on special projects at the request of the Manager
• Collaborates across the company to ensure our Artists receive a seamless service.
• The role will require a level of flexibility and availability to work outside standard office hours as well as occasional travel within and outside the US.
• Other duties may be assigned to meet business needs
Qualification/Requirements
• Excellent interpersonal skills.
• Demonstrated to be proactive and forward thinking, juggling and prioritizing multiple competing tasks and demands.
• Strong ability to confidently and professionally interact and communicate with individuals at all levels of the organization.
• Demonstrated knowledge of and competency with a variety of computer software applications in word processing, spreadsheets, database and presentation software (Overture, Microsoft Word, Excel, PowerPoint, and Zoom).
• Strong attention to detail in composing and proofing materials, establishing priorities and meeting deadlines.
• Flexibility to be available for emergency travel queries/incidents out of hours.
Education/Training/Experience
• BA Degree or equivalent experience
• At least 2 years’ experience as an Assistant
• Knowledge and passion for classical music
This position is non-exempt.
Salary: $45,000 – 50,000 commensurate with experience.
Being an equal opportunity employer means that we take seriously our responsibility to consider qualified candidates on the basis of merit, without regard to race, color, religion, national origin, gender, sexual orientation, gender identity or expression, age, mental or physical disability, and genetic information, marital status, citizenship status, military status, protected veteran status or any other category protected by law.
Administrative Assistant-Contracts & Billing
We are looking for a full-time administrative assistant with a focus on contracts and billing, which provides support to the Senior Vice President/Manager, Artists & Attractions. Our office is located in midtown Manhattan and we are currently working on a hybrid remote and in-office schedule. You would need to work in the office at least two days a week.
Essential Duties and Responsibilities include the following:
• Enters engagement details into company database; Prepares contracts for a range of artists and attractions; Issues and tracks contracts; Regularly follows up with presenters to ensure timely return and execution of contracts; reviews contract mark-ups, and works with the Senior Vice President/Manager, Artists & Attractions to shepherd contracts to execution.
• Tracks artists’ payments and/or commissions; Issues invoices for fee payments and reimbursements; Regularly follows up with presenters for wire confirmations and any tax forms, as applicable.
• Prepares weekly reports for the Senior Vice President/Manager, Artists & Attractions of outstanding contracts and fees; Helps Senior Vice President/Manager, Artists & Attractions to prioritize contracts for review and signature.
• Tracks ticket sales with presenting organizations on a weekly basis; Prepares weekly reports for artists and producers.
• Works collaboratively with the other members of the Senior Vice President/Manager, Artists & Attractions’s team as well as colleagues across the company.
• Supports the Senior Vice President/Manager, Artists & Attractions in all day-to-day functions, to include correspondence, scheduling, expense reports, booking travel, organization of team systems and workflow; Fields routine and non-routine questions via phone and email including high volume communication with artists and presenters; Creates and designs general correspondences, memos, and financial reports; updates company database
• Other duties may be assigned to meet business needs
Qualification/Requirements
• Excellent interpersonal skills and ability to handle sensitive and confidential situations.
• Position requires demonstrated poise, tact and diplomacy
• Strong ability to confidently and professionally interact and communicate with individuals at all levels of the organization
• Demonstrated knowledge of and competency with a variety of computer software applications in word processing, spreadsheets, database and presentation software (Overture, Microsoft Word, Excel and PowerPoint)
• Strong attention to detail in composing and proofing materials, establishing priorities and meeting deadlines
• Demonstrated ability to work in a fast-paced, high-volume environment, juggling and prioritizing multiple competing tasks and demands
Education/Training/Experience
• BA Degree or equivalent experience
• At least 2 years’ experience as an Assistant and/or in a Contracts or Artist Services role at a comparable Artist Management agency or performing arts presenting organization
• Additional languages are useful but not required
• The ability to engage with people who are passionate about the performing arts is a plus
This position is non-exempt.
Salary: $45,000 – 50,000 commensurate with experience.
Being an equal opportunity employer means that we take seriously our responsibility to consider qualified candidates on the basis of merit, without regard to race, color, religion, national origin, gender, sexual orientation, gender identity or expression, age, mental or physical disability, and genetic information, marital status, citizenship status, military status, protected veteran status or any other category protected by law.