Personal Assistant and Artist Coordinator
Harrison/Parrot Limited £24,500 - £29,000 Closing date 13 November 2022
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 confidentiality and discretion will be essential.
Key Accountabilities
Personal Assistant Role
Travel arrangements
• 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 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.
• 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)
To apply for this role, please fill out an application form by 11.59 pm on Sunday, 13th November; unfortunately, we don't accept CV's. An application form can be found on HarrisonParrott job page.
07584488629
South Wing
Somerset House
The Strand
London, WC2R 1LA
T: +44 (0) 20 7229 9166
Key Accountabilities
Personal Assistant Role
Travel arrangements
• 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 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.
• 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)
To apply for this role, please fill out an application form by 11.59 pm on Sunday, 13th November; unfortunately, we don't accept CV's. An application form can be found on HarrisonParrott job page.
Contact details
hr@harrisonparrott.co.uk07584488629
South Wing
Somerset House
The Strand
London, WC2R 1LA
T: +44 (0) 20 7229 9166