Assistant Account Manager (Tour) (2310)

LEVEL GROUP LTD 1 • Nashville, TN

1d • Hybrid

About The Position

The Assistant Account Manager, Tour Department supports the Account Manager in overseeing all financial, administrative, and business management aspects of client touring activity. This role combines client service, financial coordination, and operational support to assist in the planning, execution, and reporting of tours while safeguarding client interests. The Assistant Account Manager ensures accuracy and timeliness in all deliverables, facilitates clear communication across departments and external partners, and contributes to the overall efficiency and success of tour operations and client service excellence.

Requirements

• Bachelor's degree in music business, business administration, Management, Finance, or a related field.
• Strong written and verbal communication skills, with ability to communicate effectively with a variety of clients, team members, and provide clear updates.
• Ability to manage multiple projects simultaneously, prioritize assignments, streamline workflows, track long-term and short-term tasks, and keep up with emerging needs.
• Understanding of accounting principles, budgeting, expense management, or financial reporting.
• Familiarity with Microsoft 365 applications, especially excel, and project management tools.

Nice To Haves

• Experience in the entertainment industry or with accounting preferred.
• Knowledge of financial software such as QuickBooks would be a plus.

Responsibilities

• Support the Account Manager in maintaining communications with booking agencies, tour managers, artist managers, promoters, and insurance providers, ensuring all correspondence is accurate, timely, and professional.
• Assist with preparing client correspondence, budget updates, financial summaries, and reporting outcomes.
• Support the tracking and execution of all aspects of tour administration to ensure proactive planning and accurate reporting.
• Maintain organized records of client tours, budgets, deal contracts, insurance policies, and financial reports to ensure visibility and continuity.
• Assist with coordinating tour-related information, schedules, crew payroll and documentation across internal teams and external partners.
• Assist with the preparation and review of tour budgets, projections, and other financial planning materials.
• Track tour income, collate expenses, reconcile cash reports, and ensure proper documentation for bookings and accounting purposes.
• Monitor balances and support the collection and tracking of receivables, ensuring timely follow-up and accurate reporting.
• Review bookkeeping records, prepare books for finalization, and assist with preparing reports comparing budgeted versus actual results for Account Manager review.
• Maintain accurate reconciliations and flag discrepancies or irregularities related to receivables, payables, deposits, and bookings.
• Adhere to company accounting standards and departmental procedures.
• Assist in the preparation of state, federal, and international tax applications, invoices, and supporting documentation.
• Track and organize all touring tax documents and assist with preparing annual summaries for tax filings.
• Support the Account Manager with servicing client insurance needs, obtaining competitive quotes, and coordinating the binding of approved commercial policies on both an annual and per-tour basis.
• Assist with tracking policy renewals, declarations, and compliance requirements, including event and hire notifications and any additional provisions required by insurers.
• Coordinate with insurance providers and internal departments to ensure coverage aligns with client and tour needs.
• Coordinate between departments to align on client priorities and deliverables.
• Partner with Client Services on budgets, crew payments, payables/receivables, insurance, and accounting reconciliations.
• Coordinate with the Tax Department for tax preparation and notice resolution.
• Partner with Payroll Department on crew payments and workers compensation audits.
• Draft and prepare correspondence, reports, and documentation for Account Manager review.
• Maintain systems, databases, and records, ensuring all information is accurate, secure, and up to date.
• Assist with standardizing templates, forms, and reports, ensuring consistency across client files.
• Support onboarding and offboarding of clients, vendors, and staff by preparing documentation and updating records.
• Manage administrative tasks such as scheduling, filing, scanning, and tracking departmental deadlines.
• Ensure compliance with confidentiality standards and company administrative procedures.
• Assist Account Managers in tracking task assignments, workload prioritization, and monitoring progress across the team's deliverables.
• Participate in team and one-on-one meetings by preparing agendas, documenting notes, and tracking action items.
• Monitor deadlines and deliverables, flagging issues and ensuring timely completion of tasks.
• Take ownership of responsibilities, modeling accountability, reliability, and high standards of quality.
• Demonstrate responsiveness, accuracy, and discretion in client and team interactions.
• Maintain strict confidentiality of sensitive client and company information.
• Uphold compliance with internal policies, industry standards, and regulatory requirements.
• Contribute to a culture of professionalism, integrity, and collaboration.
• Promote company values and model behaviors that contribute to a respectful, inclusive, and growth-oriented workplace.
• Collaborate with colleagues by sharing knowledge, supporting peers, and stepping in as needed to meet deadlines, resolve issues, or advance projects.
• Take initiative to enhance personal skills, knowledge, and performance through ongoing learning.
• Support onboarding and training of new employees, reinforcing best practices and company standards.
• Contribute to initiatives to improve team efficiency, standardization, and operational processes.

Benefits

• Paid Time Off: A robust PTO policy & annual holiday schedule
• Health Insurance: Health, Dental & Vision
• Retirement: 401k plan (with annual company contribution)
• Life Insurance: Complimentary basic life coverage
• Flexibility: Hybrid work
• Environment: Casual attire, fun colleagues, office snacks, company sponsored events, team building

What This Job Offers

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