Administrative Assistant Jobs

About The Position

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.
• BA Degree or equivalent experience
• At least 2 years’ experience as an Assistant
• Knowledge and passion for classical music

Responsibilities

• 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.
• Requires 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