Administrative Assistant

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.

Essential Duties and Responsibilities include the following:

•    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

Qualification/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

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

This position is non-exempt.

Being an equal opportunity employer means that we take seriously our responsibility to consider qualified candidates on the basis of merit, without regard to race, color, religion, national origin, gender, sexual orientation, gender identity or expression, age, mental or physical disability, and genetic information, marital status, citizenship status, military status, protected veteran status or any other category protected by law.