Maintain an overview of complex and busy schedules for high-profile artists, taking responsibility for keeping both their current and advance diaries up to date. Develop an understanding of your artists so that you can build and cultivate a strong and trusting professional relationship with them, which will be integral to all aspects of your work. Work closely with CEO, Artist Managers, and local managers, as well as servicing staff from other agencies to ensure a thorough and comprehensive knowledge of all aspects of the artists' schedules. Provide critical servicing support to a touring ensemble including budgeting, processing contracts, travel assistance, facilitating instrument hire and on occasion, in person support on tour. Assist with specific travel and accommodation needs, including researching and booking trips and negotiating travel contributions with promoters, which often include multiple promoters in one period. Careful planning of visa and work permit applications which need to be completed in a timely manner within a busy schedule. Administer artist diaries, liaising with a variety of external contacts (including promoters, venues, other artists, and agents) to arrange logistical aspects of all engagements. Co-ordinate rehearsal schedules, materials, instrument lists, technical riders, and other requirements. Oversee prompt checking, processing, and filing of contracts. Agree all media rights with promoters and co-ordinate agreement of rights with recording companies when necessary. Produce detailed schedules for artists and ensure that they have all the required information to fulfil their commitments, and be ready to deal with any last-minute changes that may occur Work with the finance team and Artist Managers to prepare monthly financial statements and to ensure prompt commission payments to Intermusica. Process invoices to promoters in a timely manner. Support tax applications by initiating and/or assisting. Significant administrative experience, in an arts/cultural organisation or as a PA or Executive Assistant Previous experience organising international travel and diary management Previous experience with visa and work permit applications Excellent written and verbal communication, confident speaking on the phone and addressing issues/concerns head-on. Resilient and calm under pressure Strong ability to multitask and deal with conflicting priorities in a multi-cultural and frequently fast paced environment. Team player who builds trust by being solutions-focused and accountable for their work. Works to deadlines and with an excellent eye for detail. Proactive and able to demonstrate a positive and flexible approach in demanding situations with high stakes. Reliable, conscientious, and highly organised. Good IT skills, particularly Microsoft Office. Interest in and knowledge of classical music. Desirable Working knowledge of a second language. Prior experience of Overt Work with Intermusica's Communications & Marketing department on a variety of promotional materials, keeping clients' pages on the company's website up-to-date with concert listings, recordings, reviews etc. Collaborate with recording companies, local agents, PR agencies to co-ordinate promotional activity. Attend concerts and industry events on behalf of Intermusica as required. Develop and maintain a thorough knowledge of artists' careers and the promoters that we deal with. Organise travel/hotel/meetings/concert tickets for Artist Managers as required. Assist with general office administration. Please upload your CV and cover letter to applyJob Summary
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