Managerial Personal & Administrative Assistant - Remote | WFH

Position: Administrative & Personal Assistant to High-Profile Artist

Job Overview

We are in search of a highly organized and adaptable Administrative & Personal Assistant to join our dynamic team. Based out of midtown Manhattan, this full-time role offers a hybrid work schedule, requiring in-office presence at least once a week. You will be instrumental in providing comprehensive administrative support to a group of talented artists, while also rendering personal assistance to a distinguished artist.

Key Responsibilities

• Oversee the management and updates of artist season calendars.
• Prepare, process, and track performance contracts and invoices.
• Monitor payment schedules and commissions for artists.
• Assist in logistical arrangements for concert tours, including itinerary development, coordination of rehearsals, travel planning, hotel reservations, and visa processing.
• Maintain an up-to-date client management system with all relevant financial and travel information, including personal preferences.
• Effectively communicate travel plans and cultivate relationships with presenters, local agents, and travel partners.
• Address routine and non-routine inquiries via phone and email, engaging with artists, presenters, orchestra managers, and record labels globally.
• Update publicity documentation and respond to publicity inquiries as necessary.
• Create and design correspondence, memos, and financial reports; monitor ticket sales with presenting organizations; and keep the company database (Overture) current.
• Collaborate with colleagues on special projects as directed by the Manager, working both independently and as part of a team.
• Ensure seamless service to artists by cooperating with other departments within the organization.
• Remain flexible to work beyond standard office hours and engage in occasional travel within and outside of the United States.
  
  

Personal Assistance Responsibilities

• Manage the artist’s email correspondence, coordinate their schedule, handle basic accounting, and oversee various tasks at their residence.
• Ensure personal insurance policies are current.
• Arrange and manage personal appointments alongside home affairs.
• Demonstrate the flexibility to balance responsibilities between administrative and personal assistance as the role evolves.
  
  

Required Skills

• Exceptional interpersonal skills and capacity to handle sensitive and confidential matters.
• Discretion and sound judgment in managing personal information of a high-profile individual.
• Proven ability to thrive in a fast-paced environment while managing multiple priorities.
• Strong verbal and written communication skills for professional interactions at all levels.
• Proficiency in various software applications, including Overture, Microsoft Word, Excel, PowerPoint, and Zoom.
• Attention to detail in composing and proofreading materials, prioritizing tasks, and meeting deadlines.
• Flexibility to respond to urgent travel queries or situations outside of regular hours.
  
  

Qualifications

• Bachelor's degree or equivalent experience.
• A minimum of 2 years' experience as an Assistant.
• A genuine knowledge of and passion for classical music.
  
  

Compensation

This position offers a salary ranging from \(50,000 to \)55,000, based on experience.

We invite you to apply if you are excited about contributing to the arts and providing exceptional support to our talented artists in a vibrant and fast-paced environment.

Employment Type: Full-Time