Global Artist Logistics & Scheduling Coordinator

This is a truly unique opportunity to join an award-winning artist and project management agency at an exciting time of expansion. Innovation, expertise and responsiveness have been the hallmarks of HarrisonParrott ever since its foundation in 1969 when Jasper Parrott and Terry Harrison pioneered a new approach to artist and project management. Today, that restless and challenging spirit is as strong as ever, shared across one of the most experienced teams in the business.

We seek people who match our pro-active drive and ambition with a can-do attitude, who are excited about playing a key role in the future of the Arts on a global scale.

Job Purpose

You will be an effective and efficient administrator able to ensure accurate, timely and detailed planning and delivery of international engagements (concerts, touring and recording activities) for a select number of HarrisonParrott artists (Conductors and Instrumentalists). You will have skills from working in administration from backgrounds such as hospitality, being a PA, operations, travel and tourism.

Key Accountabilities

• Artist administration
  • Maintain the computer diary of each artist and finalise details of each engagement.
  • Collate and complete/update recording of information on dates, venues, fees, times of rehearsals and concerts.
  • Co-ordinate rehearsal orders, call times, meetings with conductors.
  • Check repertoire details including versions/editions, language, string strengths and instrumentation.
  • Decide requirements for work permits and/or visas and make applications where necessary.
  • Decide detailed requirements for piano, page turner, piano tuning, complimentary tickets, dress requirements, interviews/press activities etc necessary to the engagement and make suitable arrangements.
  • 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.
  • Finalise all details relating to the timing and running order of each engagement and provide final detailed schedule (including travel/accommodation information as relevant) to the artist.
• Contracts
  • Check contract terms, ensure fee negotiations are finalised, process and manage the issuing and finalisation of contracts.
  • Assist in the administration of contracts which are non-specific to engagements, such as recording and TV contracts, music directorships.
• Financial administration
  • Ensure financial information on artist diary system is maintained (including amounts to be charged to promoter for travel and accommodation) and outstanding fee negotiations followed up on a timely basis.
  • 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.
  • Keep track of and ensure timely payment of artists' fees, and check deductions of tax, social security etc. by promoters.
  • Assist artists in completion of tax returns by supplying comprehensive and complete details, liaison with accountants etc.
• Press and PR
  • Assess and present reviews of recordings and performances, obtaining foreign reviews where relevant.
  • Identify and submit to the Marketing team copy for company website news, including the weekly news.
  • Maintain (as directed) biographies, discographies, and repertoire lists, ensure updated on web site and otherwise distributed as required and reproduced accurately by promoters.
  • Maintain files containing artists photographs and other press material.
  • Order promotional recordings and distribute as required.
  • Generally, assist in preparation and distribution of sales material.
• General
  • Assist in maintaining relationship with artist, including attending rehearsals and performances as required and through regular written and telephone communication with artist.
  • Collate and formulate reports and schedules for record companies etc.

Benefits

• 25 days of paid holiday per year (pro-rated) in addition to statutory bank and public holidays. 5 of these days are to be taken during the office closure period in December. Increasing to 28 days after 5 year’s service.
• 1 moving day per year.
• Company Pension Scheme.
• Annual ticket allowance for Polyarts and HarrisonParrott artist events.
• Flexible working, starting and ending times.

Additional Information

We are an equal-opportunity employer and value diversity. Applications are welcomed from candidates of all backgrounds.

Person Specification

To be successful in this role you must possess solid organisation skills. The ability to work to tight deadlines, remain calm under pressure and solution focused is essential. Demonstrating that you are a good and willing team player with knowledge of and passion for classical music management will offer a distinct advantage.

Criteria

• Essential
  • High level of accuracy, attention to detail.
  • Ability to manage and prioritise a high number of varied tasks with multiple deadlines.
  • Be quick, efficient, and able to work under pressure.
  • Excellent communication skills, both written and verbal.
  • Excellent IT skills.
  • Fluent in English (written and spoken).
  • Experience in scheduling and organising extensive travel arrangements.
  • Experience of handling international Visa applications.
• Desirable
  • Working knowledge of at least one additional modern language.
  • Interest in classical music.