Music Talent Assistant: Scheduling, Deals & Client Mgmt

teamwass; New York (NY); On-site; USD 55,000 - 85,000; Full time

Job summary

THE-TEAM’s NYC-based office in the Financial District seeks an Assistant to support agents with administrative, client, and deal-related tasks across music clients and athletes. You will manage calendars, coordinate travel, communicate with clients, and help streamline partnerships and negotiations.

The role covers onboarding/offboarding, visa processes, and logistics for appearances, along with drafting itineraries and coordinating with legal and accounting teams. In-person required.

Qualifications

• An Assistant is responsible for performing a variety of administrative, client, and deal-support tasks to provide support to the agent in client and internal matters.
• This role supports the day-to-day operations of an agent's desk spanning primarily music clients and a select number of athletes, and works across scheduling, client communication, partnership execution, booking administration, business development, and financial coordination.

Responsibilities

• Manage the day-to-day operations of the agent's desk.
• Manage a high-volume calendar, scheduling, meetings, travel, and time zones; set and confirm meetings and maintain the agent calendar and internal artist calendar.
• Monitor email and active conversations, identify priorities, draft responses, and manage follow-ups.
• Manage inbound phone calls on behalf of the agent.
• Book agent business travel as necessary.
• Handle general desk administration, including expense reports, receipts, and meeting logistics.
• Serve as a day-to-day point of contact for assigned clients alongside the agent.
• Communicate directly with clients regarding partnerships, content, appearances, interviews, scheduling, travel, and last-minute changes.
• Track client priorities, deadlines, deliverables, and upcoming commitments.
• Proactively remind clients of obligations and ensure all necessary information and content is collected.
• Translate brand and agency requests into clear, actionable instructions for clients.
• Update client bios, riders, and ad mats.
• Create and issue artist itineraries when necessary.
• Manage work visa process for clients (immigration itineraries).
• Coordinate with operations team for client on/off boarding.
• Support partnerships from initial opportunity through completion.
• Track deal terms, contracts, deliverables, approvals, appearances, content, usage, timelines, invoicing, and payment.
• Coordinate with brands, agencies, production companies, event teams, managers, publicists, and other external partners.
• Manage logistics for appearances and activations, including flights, hotels, transportation, styling, credentials, call times, content capture, and posting requirements.
• Work with legal to manage agreements, redlines, signatures, and fully executed contracts.
• Coordinate with accounting to ensure deals are invoiced and paid correctly.
• Enter offers and related show details into the booking system.
• Liaise with relevant teams to complete show-related administration.
• Issue contracts for confirmed performances.
• Track unreturned contracts; chase signed contracts.
• Flag, review, and address contract markups.
• Organize and execute announces and on sales.
• Request, report, and/or review ticket counts for confirmed events.
• Conduct proactive research to identify brands that are strong fits for clients based on their audience, interests, career, and upcoming moments.
• Identify the appropriate decision-makers at brands, agencies, and other buying partners.
• Track brands and competitors that are actively investing in music, sports, creators, and culture.
• Review inbound briefs and identify relevant talent across THE-TEAM's music, sports, and creator divisions.
• Create materials for signing meetings and brand pitches using Pitch Builder, Canva, and PowerPoint.
• Create internal opportunity summaries that distill brand briefs into clear talent criteria, deliverables, budgets, timing, usage, and campaign concepts.
• Maintain accuracy of artist contact records and deal memos in the booking system.
• Update deal information, financial terms, deliverables, contracts, status, and other relevant client information.
• Maintain trackers for active deals, client priorities, outreach, deliverables, contracts, payments, availability, and follow-ups.
• Create and send invoices for show-related and partnership payments (deposits, balances, etc.).
• Track unpaid deposits, balances, and outstanding client payments; work with accounting and external partners to ensure funds are received, allocated on time, and payment issues are resolved.
• Track, co

Job description

THE-TEAM’s NYC-based office in the Financial District seeks an Assistant to support agents with administrative, client, and deal-related tasks across music clients and athletes. You will manage calendars, coordinate travel, communicate with clients, and help streamline partnerships and negotiations.

The role covers onboarding/offboarding, visa processes, and logistics for appearances, along with drafting itineraries and coordinating with legal and accounting teams. In-person required.