Administrative Assistant Project Coordinator

Peak Associates Limited; Vancouver; On-site; CAD 45,000 - 60,000; Full time

Job summary

A leading artist management firm based in Vancouver seeks an Administrative Assistant Project Coordinator. This in-office role supports the General Manager and artist Project Managers with calendar upkeep, contract management, and various administrative tasks. The ideal candidate is proactive, exceptionally organized, and has a keen interest in the music industry.

Qualifications

• Interest in music industry and artist management.
• Ability to work as part of a team and handle challenging situations.
• Availability outside regular office hours.

Responsibilities

• Support General Manager/VP and artist Project Managers.
• Manage artist calendar, contracts, and logistics.
• Coordinate administrative tasks and funding applications.

Skills

Resourcefulness

Self-sufficiency

Proactive problem-solving

Organization

Attention to detail

Strong communication skills

Tools

MS Office

Mac computers

Job description

Our client is a Vancouver-based, world-class artist management firm. The company represents high-caliber, internationally acclaimed touring and recording artists, as well as platinum-selling producers and songwriters.

THE POSITION

The successful candidate will serve as Administrative Assistant Project Coordinator, supporting General Manager/VP, working closely alongside artist Project Managers. This is an in-office position. The candidate must be based in, or willing to commute to Vancouver.

JOB DESCRIPTION

• Artist calendar upkeep (internal + external)
• Support on Contesting/ prizing / fundraisers
• Artist signing coordination
• Contract management, signing, filing
• Deal memo/offer filing and distribution
• Various filing (projections / settlements / tour routing / press releases
• Support on work visas (filling in documentation, passport filing, general administrative duties per direction from Project Manager)
• Shipping + mail
• VIP Program support (product sourcing and general coordination)
• Database upkeep as directed
• Marketing letter coordination
• General artist file upkeep
• Monthly folder audits
• Weekly artist calendar audits
• Monthly website audits
• FACTOR, Music BC, Starmaker and Creative BC funding applications and wrap reports (for artists)
• Merch logistics support as needed
• Master Tour data entry
• Artist Press Support - Press sheet creation/distribution/MasterTour entry
• Budget upkeep and support
• Business management payment coordination
• Newsletter, admat, website, lyrics, and merch proofread
• Artist studio / rehearsal space bookings
• Rockdoc sourcing as directed
• New artist recon
• Award nomination / applications
• General artist onboarding / applications
• Organization of internal / external deadlines
• Income tracking data entry
• Various admin coordination
• Additional tasks as directed

SKILLS & EXPERIENCE REQUIRED

• Resourcefulness, self-sufficiency, and drive to grow your career
• Interest in music industry and artist management
• Experience in music industry, even if limited, is a bonus but not required
• Ability to handle challenging situations, be proactive, troubleshoot and problem-solve
• Exceptionally organized and able to multitask and manage time effectively
• Ability to manage a large volume of tasks
• Knowledge of MS Office and Mac computers is essential
• Ability to work as part of a close-knit team
• Exceptional attention to detail
• Strong written and verbal communication skills
• Availability outside of regular office hours. If you’re looking for a 9-5 job, this may not be for you