Administrator – Artist Relations team

Closing date: Sunday 23rd February 2025, 23.59 pm

Salary: £25,725 – 30,450 

Location: Hybrid working with 2 days in the office per week (Somerset House)

This is a unique opportunity to join an award-winning artist and project management agency. 

While our main focus is classical music, we also work with other art forms, including performing arts, dance, opera and theatre. We also have our Associated Companies Polyarts, which manages artists from a wider range of music genres, and Birdsong Music Publishing, a bespoke publishing company.

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. 

Knowledge, skills and experience

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. 

We welcome and encourage applications from candidates who are under-represented in the creative industries.

Please make sure that you state in your application that you found this role via Creative Access.