Personal Assistant and Artist Coordinator

Job Description

Job PurposeA role to pro-actively assist the team of Associate Directors on general administration matters. You will constantly be one step ahead, with excellent organisation skills and considerable attention to detail. A high level of professional and personal confidentialityand discretion will be essential.Key AccountabilitiesPersonal Assistant RoleCommunications and secretarial

• Research and book international travel arrangements for Associate Directors as requested.
• Book accommodation and concert and event tickets.
• Assist with arrangements for meetings for Associate Directors on trips.
• Coordinate and compile briefing notes for meetings on trips.
• Prepare, submit and apply for all visas for business travel.
• Ensure the travel log is maintained accurately and identify efficiencies where possible.
• Updating Overture with contacts and notes as needed.

Communications and secretarial

• Assist with arrangement of meetings for Associate Directors either in person or on zoom.
• Note taking and minute taking if needed.
• Prepare expense claims and reconcile with credit card statements on a timely basis.
• Arrange concert and event tickets, and restaurant reservations as required.

General

• Acting as first point of contact, when needed.

• Any additional duties required, relevant to the position and as the role develops.
• Maintaining key contact records.

Artist Coordinator RoleGeneral

• Provide holiday and leave cover to Artist Coordinators and Associate Artist Managers, which includes:

• Maintain the computer diary of each artist.
• Co-ordinate rehearsal orders, call times, artist meetings.
• Check repertoire details including versions/editions, language, string strengths and instrumentation.
• Make the travel and work permit applications where necessary.
• Organise requirements for piano, page turner, piano tuning, complimentary tickets, interviews/press activities etc necessary to the engagement.
• Arrange artists national and international travel and accommodation, check final issue of tickets, arrange any necessary local transport, such as collection from airport, transfers between hotel and venue.
• Process and manage the issuing and finalisation of contracts.
• Ensure financial information on artist diary system is maintained (including amounts to be charged to promoter for travel and accommodation)
• Review promoter invoices and monthly commission statements to ensure correct and complete.
• Liaise with promoters and HP accounts department regarding Social Security payments, tax waivers, and withholding tax arrangements.
• Process incoming royalty statements and other correspondence relating to incoming monies.
• Assess and present reviews of recordings and performances, obtaining foreign reviews where relevant

Skills and Experience

• Solid organisation skills with a high level of accuracy, attention to detail with proven experience in a similar role.
• Ability to manage and prioritise a large number of varied tasks with multiple deadlines.
• Experience in diary management
• Be quick, efficient and able to work under pressure.
• Excellent communication skills, both written and verbal. Fluent in English. Strong written communication skills required.
• Excellent IT skills with proficiency in Microsoft Office packages.
• Experience of scheduling and organising extensive travel arrangements.
• A good knowledge of and active interest in classical music.

Desirable

• A good knowledge of and active interest in classical music.
• Educated to undergraduate degree level
• Experience of handling international Visa applications
• Working knowledge of at least one additional modern language (fluency in French or German will be an advantage)

This role is based in London: Somerset House with hybrid working/ remote/ flexiable working avaliable.To apply for this role, please fill out an application form by 11.59 pm on Sunday, 13th November; unfortunately, we dont accept CVs.The applicatiom form can be found on the HarrisonParrott jobs page.

Keyskills :
SecretarialTravel ArrangementsCoordinatorsCoordinating MeetingsHotel Booking