Artist Management Coordinator

This is a Full Time Job

1285 W Pender St Vancouver, BC V6E 4B1

Language in work environment - English

About the Role:

The Artist Management Coordinator supports the Artist Management (AM) team by providing vital administrative, organizational, and communication assistance. This role ensures the smooth operation of crewing, artist tracking, artist feedback and performance, contracts, and general administrative processes. The Coordinator plays a key role in maintaining accurate artist records, facilitating departmental communication, and supporting day-to-day operations that keep the Artist Management department running efficiently.

Key Responsibilities:

Artist Departments & Crewing
• Organize and log new hires into department trackers; ensure all artist data remains accurate and up to date.
• Maintain clear and consistent communications across department chats; may be required to create and manage department-specific chat groups.
• Schedule and organize departmental meetings, councils, show debriefs, and related events, including note tracking and follow-up documentation.
• Schedule and coordinate welcome meetings with new artists, AMs, and HODs.
• Maintain crewing software accuracy and assist in ensuring current team assignments are accurate.
• Create and distribute weekly crewing summaries to Producers and AMs.
• Facilitate department communication channels between AMs, HODs, and Producers.

Feedback and Team Member Stories (TMS)
• Build and distribute TMS forms to artists for completion.
• Coordinate TMS schedules, send meeting invitations, and track report completion within assigned departments.
• Coordinate feedback schedules and reminders for all assigned departments.
• Support Supervisors, Leads, and AMs in collecting, tracking, and organizing feedback sessions.
• Liaise with Production and HODs to ensure all evaluations are submitted on time.

Administration
• Coordinate merit increase schedules with AMs and maintain tracking documentation.
• Process contract changes, extensions, exits, and transfers with P&O; ensure proper communication flow.
• Process modified rehires through Greenhouse and coordinate with Recruiting for accuracy.
• Communicate with Recruiting to request internal job board postings.
• Track and organize internal applications for AM/HOD review.
• Support AM and P&O in obtaining work permit extensions and renewals.
• Organize and administer the Applause Award program, including approvals and payment schedules.
• Utilize AI tools to generate meeting notes and action items for AMs.

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