Personal Assistant and Artist Coordinator

2 weeks ago

London, United Kingdom HarrisonParrott Ltd Full time

Job Purpose

A 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 Accountabilities**

**Personal Assistant Role**

Communications 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.
- 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 Role**

General
- 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.
- 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
- 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.

The applicatiom form can be found on the HarrisonParrott jobs page.

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