Administrative Assistant / Events Management

KCA Group - Entertainment & Speaker Management; Montreal; On-site; CAD 30,000 - 60,000; Full time

Job summary

A leading entertainment management firm in Montreal seeks an organized Administrative Assistant to manage event tasks and administrative operations. The successful candidate will book travel, advance shows, update CRM, and prepare marketing materials while exhibiting excellent organizational and communication skills. Bilingualism in French is an asset, and a strong interest in the entertainment sector is preferred. This is an ideal role for a results-driven individual looking to elevate their career in the entertainment field.

Qualifications

• Excellent organizational skills to manage multiple tasks efficiently.
• Strong verbal and written communication skills in English are essential.
• Flexibility to adjust to competing priorities while maintaining attention to detail.
• Interest in live/virtual entertainment and speakers is beneficial.

Responsibilities

• Book travel and accommodation for artists.
• Advance shows and communicate artist needs to clients.
• Update CRM and manage contracts and invoices.
• Prepare marketing material and assist in cold email campaigns.

Skills

Organizational skills

Verbal communication

Written communication

Multitasking

Customer service

Education

Bachelor’s Degree

Tools

MS Office

Google products

Zoho

Social media platforms

Job description

Administrative Assistant / Events Management

KCA Group provides artist management and agency services to artists that perform for performing arts, corporate, casinos, colleges, comedy clubs, cruises, etc, with primary operations in North America.

We are seeking an organized, capable and resourceful person to take on multiple event management / administrative / operational tasks.

Candidates must have a broad spectrum of knowledge and appreciation for entertainment, events and performing arts. Successful candidate will be detail-oriented and reliable and will work directly with the President for all operational needs including contracting, invoicing, show advancing, database/CRM management, marketing setup, etc. Prior experience in booking/sales, entertainment, performing arts/corporate events, marketing, management and/or production would be a plus.

Duties

• Book flights, hotels, and car rentals and keep loyalty programs up to date
• Ensure proper travel routing for artists as needed
• Advance shows (Phone and email)(Send technical and artist needs in advance to clients)
• Update the calendar with travel and show details, create itineraries
• Send marketing material to presenters/clients
• Update CRM (upload leads and contacts, enter deals information, update the module layouts, update the contract templates, etc.)
• Advance Showcases, conferences, etc
• Update the Google maps data for new/updated contacts are uploaded on Zoho CRM
• Update artist performance riders
• Create and send contracts
• Create and send invoices, monitor fees
• Create and update contract forms
• Update excel sheets with the ticketsalesreports
• Prepare and send mass cold emails through system (create/source lists of leads, filter the leads, create the campaigns, etc.)
• Organizational/Operations efficiency

Requirements

• Bachelor’s Degree is a plus, but not required
• Excellent organizational, verbal and written communication skills in English. Bilingual (French) is an asset.
• Proficient in MS Office, Google products, Zoho, social media platforms, etc
• Flexibility, the ability to multitask and work collaboratively while managing competing priorities with attention to detail
• An avid interest in all types of live/virtual entertainment, speakers and music
• An outgoing and results-driven personality suited to the customer service nature of the role

Applications

[e-mail]