Key activities:
Maintain an accurate, up-to-date diary for each Artist or Project for whom the Administrator is responsible, using the customised Overture database. To be aware also of any floating/undated engagements.
Contract the engagement, once the Manager has completed contractual negotiations, checking all contracts and ensuring their timely execution.
Ensure that all arrangements for any performance, recording session, audition or rehearsal, relevant to each engagement, have been agreed, and that all relevant people are informed. This includes liaison between Artists and promoters over venues, times etc; obtaining scores/music; obtaining rehearsal orders and arranging meetings between conductors and Artists; arranging instrument transportation: obtaining details of any sponsors' receptions for the Artist. Co-ordinate any press interviews and photo sessions, liaising with publicists where appropriate.
Produce and maintain updated publicity and sales material (including schedules, biographies, discographies, pictures, press quotes). Liaise with the Communications Manager to produce and upload stories about artists and projects for the company website and social media accounts.
Make all necessary travel and accommodation arrangements on behalf of the Artist, where appropriate, and produce a fully detailed (computerised) itinerary for every engagement.
Obtain any necessary work permits and visas on behalf of the Artist. Formulate and submit withholding tax applications.
Undertake occasional 'on-the-road' duties as appropriate. This may include meeting an Artist at an airport, railway station, hotel etc.
As directed and where appropriate, to deputise for the Artist Manager. To be the point of contact for the Artist Manager when the Manager is out of the office and to deputise in all respects, in consultation with another senior member of staff (usually a Manager).