Executive Operations Assistant

This is a Full Time Job

NO CALLS, PLEASE! Emails only.

BiCoastal Productions, the rapid-growing national entertainment booking agency, seeks a motivated, professional and HIGHLY ORGANIZED Executive assistant to work in its Eatontown, NJ office. This position offers terrific room to grow with the company into further operations management and eventual executive roles.

We are a forward-thinking booking agency with agents across North America booking concerts, theatrical tours, spectacles, and special events with a TREMENDOUS roster of acts. The Executive Assistant will work with and report directly to the company president, Jack Forman, and be in charge of numerous company-wide operations initiatives. They will also liaise directly with each BiCoastal agent, other administrative team-members, our artists, and the venues we work with.

While previous entertainment industry/concert-world experience is NOT required, if you love music are intrigued by live entertainment/want to see how ''the show goes on'' then you are bound to enjoy working with us even more!

NOTE: This is NOT a remote or home-based position. While there may be some opportunities for work-from-home days, it should be assumed that this is a fully in-person position.


DAY-TO-DAY RESPONSIBILITIES INCLUDE
Contracts Management
-Generating and issuing contracts for new bookings as needed
-Tracking contract routing status; notifying agents when contracts are late
-Making sure all contracts are signed and uploaded

Box Office Data Management
-Collecting & logging ticket counts and final counts for key artists
-Sending ticket reports to artists who require them to be sent
-Notifying agents at 90 days out when ticket sales are sub-par
-Hiring and supervising interns to assist with ticket counts
-Submitting ticket count reports on a monthly basis to management

Accounts Receivable Management
-Owning collections of deposits, final payments, bonus payments, and settlement papers
-Sending reminders to agents in the intervening week after Dawn sends her A/R report
-Invoicing artists/managers for collection of commissions, as needed
-Making collection calls as necessary
-Updating collections in database
-Submitting collections report to management bi-weekly.

Trade Show Management
-Having overall responsibility for ensuring trade show logistics are handled smoothly
-Registering agents for conferences, arranging travel, selecting booths, distributing attendee lists
-Assisting with sponsorship and showcase opportunities
-Working with marketing team and printer for creative materials and managing deadlines
-Printing/Shipping Materials

General Office Management
-Notifying agents of previously-played shows from prior week
-Assist agents with insurance requirements and vendor registrations as needed
-Remind staff of key dates/events
-Maintaining/amending routing grids

APPLY IF YOU ARE:
• HIGHLY ORGANIZED with SCRUPULOUS attention to detail
• Skilled with computers, software and modern technology overall (and are patient with those who may not be)
• Motivated to gain experience to grow into a management role

REQUIREMENTS:
• Must be prepared to work on-site for 40 hours per week
• Must have advanced knowledge of software including, but not limited to, Microsoft Office 365 (Outlook, OneDrive, Word, Excel, Powerpoint), Adobe Acrobat, Squarespace, Canva and more.
• Verbal & Written English Fluency
• Must have previous professional/executive-level administrative assistant experience

BiCoastal Productions LLC - EOE STATEMENT
BiCoastal Productions LLC is an equal opportunity employer. All applicants will be considered for employment WITHOUT attention to race, color, religion, sex, sexual orientation, gender identity, national origin, and veteran or disability status. Come as YOU are / Embrace all as THEY are.

NO CALLS, PLEASE! Emails only.