Administrative Assistant

Opus 3 Artists • New York, NY

6d • Hybrid

About The Position

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.

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
• 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

Nice To Haves

• Additional languages are useful but not required
• The ability to engage with people who are passionate about the performing arts is a plus

Responsibilities

• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level