Assistant

The applicant must be extremely competent, have meticulous organisational and planning skills, along with good time management and attention to detail.

Must be a good multi-tasker, self-motivated, use own initiative, fast learner, and able to thrive in a busy and pressurised environment.

Including but not limited to the following:–

General

• Handling a large volume of emails
• Overseeing a busy schedule of artists
• Answering telephone enquiries
• Maintaining and updating of Artist date sheets
• Maintaining and updating upcoming shows sheets
• Weekly ticket sales from on sale point for all ticketed shows; management to be updated weekly.
• Issuing and filing Promoter and Artist Terms of Business/Chasing Promoter and Artist Terms of Business.
• Updating database records where necessary
• Chasing deposits and balances from promoters – at the time they are due/specified – and acting/reacting as necessary
• Chasing signed contracts
• Insure Artist shows where appropriate
• Issuing Certificates of Sponsorship (UK work permits) for non-EU artists performing in the UK. Chasing management for relevant information
• Occasional reception cover
• Meeting and greeting visitors to Primary for agent’s meetings
• Occasional work with other Agents/Agents’ assistants
• To liaise with other departments (I.T) to keep roster updated both within the office and online
• Handling guestlists of both agent’s artists and general UK festivals

Logistics

• Working with promoters and various departments within these companies after confirmation of shows/tour until completion of show/tour
• Extensively liaising and working with Artists directly or with Artists’ managers and Tour Managers, ensuring that requirements are met Ensuring Promoters receive Artists Riders, Technical Specifications and Press Kits
• Sending promo material automatically on show confirmation / general artwork for approval
• Liaising with all parties (artist management / promoters) once announcement is established to gather everything needed (inc any pre sale ticket links / on sale links) in a timely manner and chasing / trouble shooting to make sure it goes ahead on time.
• Managing the diary of the agent, scheduling meetings, arranging and booking their travel and accommodation

Contracts / Invoices / Tax / Accounting

• Issuing show confirmations/deal memos
• Raising and issuing contracts using Dealmaker.
• Occasional raising of invoices for Artists.
• Working closely with Artist Accountants and dealing with promoters on tax issues and required paperwork
• When necessary, organise Indemnity Letters
• Ensuring Artist contract templates are kept up to date with any changes

Essential and Desirable Skills

• Proficient on Mac computers and programmes such as Excel and Word, Apple Email
• Knowledge of online productivity tools such as Dropbox, Google Drive etc