Executive Assistant and Booking Coordinator

This is a Full Time Job

THE JOB

The Executive Assistant/Booking Coordinator role will support the President/Lead Booker and other talent team members in all aspects of administrative support to the President, as well as buying responsibilities including preparation and distribution of offer sheets, talent research and prospecting. This role is expected to be in the office Monday through Friday unless stated otherwise.

WHAT THIS ROLE WILL DO

Administrative & Executive Support
• Provide high-level administrative support to the President, including calendar management, travel arrangements, meeting scheduling, expense reports, and budget tracking.
• Maintain an accurate, up-to-date Outlook calendar for the President, including all shows, events, meetings, travel, and key deadlines.
• Schedule and coordinate in-person, virtual, and Zoom meetings, including preparing agendas, materials, and follow-up communications as needed.
• Partner with the President and booking team on special projects and office initiatives, including newsletters, team outings, volunteer events, holiday celebrations, and internal communications.
• Process and track artist contracts, venue agreements, certificates of insurance, and related documents in accordance with company guidelines; return completed documents to artist agencies and venue partners in a timely manner.
• Coordinate and track artist deposit payments in partnership with internal finance and accounting teams.
• Maintain complete and organized show files, ensuring all required documentation is in place before the day of show, including headliner and support contracts, riders, W-9s, insurance certificates, and other required materials.
• Assist with industry and guest ticketing requests and serve as an on-site liaison as needed.
• Complete expense reports and arrange travel for the President and team members as needed.
• Handle confidential information with sound judgment, discretion, and professionalism.

Booking Support
• Create, prepare, and maintain accurate deal sheets, offer materials, and booking documentation.
• Obtain venue holds; place and release holds in Rome; and update the corresponding booking grid promptly and accurately.
• Gather all required show details from artist representatives and serve as a primary communication liaison between artists, agents, venues, promoters, and internal teams.
• Coordinate announce dates, on-sale dates, and related timelines with artists, venues, and internal departments.
• Prepare and distribute Show Confirmations and Event Status Sheets to internal staff, venues, and external partners.
• Maintain and update offer templates, venue records, artist information, and show data in Rome and other internal systems.
• Create and distribute reports for internal and external stakeholders as needed.
• Support the booking team with artist history, performance data, market research, and other special projects.
• Attend shows and events as needed to provide administrative and operational support to promoters and venue teams.
• Track deadlines and follow up on outstanding contracts, holds, payments, and show-critical information.

Research & Talent Prospecting
• Research emerging and developing artists, genres, market trends, and live-performance opportunities.
• Compile and distribute relevant artist research and recommendations to the Lead Booker and booking team.
• Participate actively in booking meetings and team discussions, contributing new artist ideas, process improvements, and best practices.
• Maintain awareness of the live music landscape, including touring activity, venue markets, festivals, and competitive programming.
• WHAT THIS PERSON WILL BRING
• Five or more years of experience in data analysis, administration, operations, booking support, or a related field.
• At least two years of administrative or executive assistant experience preferred.
• Proficiency in Microsoft Outlook, including complex calendar management and group scheduling.
• Strong Excel skills and comfort working with databases, reporting tools, and internal sales or administrative systems.
• Experience working with accounting and finance teams, including expense reporting, budgeting, invoicing, deposits, or payment tracking.
• Strong written, verbal, and interpersonal communication skills.
• Excellent organizational skills, attention to detail, and ability to manage multiple time-sensitive priorities.
• Ability to work independently while collaborating effectively across teams and with external partners.
• Sound judgment, discretion, and the ability to handle confidential or sensitive information.
• Ability to quickly learn new systems, processes, and tools.
• Experience with contracts, agreements, insurance certificates, or legal documentation is a plus.
• Strong internet research skills and comfort using online tools for communication and talent research.
• A proactive, resourceful, service-oriented mindset with a strong work ethic and sense of ownership.
• Passion for live music and the music industry.
• Flexibility to work nights and weekends as needed for events and show support.

BENEFITS & PERKS

Our motto is 'Taking Care of Our Own' through 6 pillars of benefits:

HEALTH: Medical, vision, dental and mental health benefits for you and your family, with access to a health care concierge, and Flexible or Health Savings Accounts (FSA or HSA)

YOURSELF: Free concert tickets, generous paid time off including paid holidays, sick time, and personal days

WEALTH: 401(k) program with company match, stock reimbursement program

FAMILY: New parent programs including caregiver leave, plus fertility, adoption, foster, or surrogacy support

CAREER: Career and skill development programs with School of Live, tuition reimbursement, and student loan repayment

OTHERS: Volunteer time off, crowdfunding match