Executive Administrative Associate
This is a full-time position that provides administrative support to a number of artists and personal assistant support to one high-profile artist. 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 one day a week.
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
Essential Duties and Responsibilities include the following in the personal assistant role:
• Reading and responding to a large variety of e-mails, helping to coordinate the artist’s diary, undertaking some basic accounting work, as well as looking after miscellaneous tasks as needed at the artist’s home.
• Being aware of personal insurance policies and making sure they are up to date
• Arranging and managing personal appointments, as required
• Managing and maintenance of home affairs
• As this post is newly created and unique, there will be a certain level of flexibility required by the candidate with
regards to the division of their time between the two roles.
• The exact requirements will be made clear as the candidate finds their natural rhythm throughout each element of their work within the post.
Qualification/Requirements:
• Excellent interpersonal skills and ability to handle sensitive and confidential situations.
• To apply discretion and sensitivity regarding personal information, combined with the judgement to manage the needs of a high-profile artist.
• Demonstrated ability to work in a fast-paced environment, 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 ability to work in a fast-paced environment, juggling and prioritizing multiple competing tasks and demands
• 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: $50,000 – 55,000, or commensurate with experience