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Arts Administrator (Travel Department) – Maternity Cover- Askonas Holt • Booking artist travel and accommodation • Arranging visas and work permits. • Maintaining good relationships with a defined list of artists, providing them with a dedicated travel and booking advice service. This involves liaising with local and overseas travel agents, researching for the best deals online and ensuring reliable and up-to-date knowledge. • Providing an immigration and visa advice service to artists, researching information, preparing application forms and documentation, and obtaining additional supporting material from promoters and/or sponsors. • Collaborating with artist managers, concert promoters and other colleagues worldwide, and ensuring a timely flow of information. • Assisting in the absence of colleagues to ensure the smooth running of the department. • Some of the Artists I looked After : Andrei Bondarenko/ Kate Royal /Brindley Sherratt/ Alina Ibragimova & Thomas Ades
• Direct incoming proposals to correct commissioning editor • Set up and manage systems in the department, including compliance processes • Review all department’s materials delivered for Broadcast at the earliest opportunity, alerting • Commissioner and relevant parties of any issues • Complete Programme Certifications and Language Forms for All department output, and communicating Warning/Flagging and Support details • To be jointly responsible with the commissioner for editorial/compliance issues on specified series with appropriate reference-up to the commissioner and/or legal & compliance as and where appropriate. • Monitor the progress of different commissioning projects and liaising externally with producers and internally with departments including scheduling, press, programme management, marketing, presentation and legal, • Monitor programme delivery, liaising with presentation and other relevant areas on any last minute changes/delivery problems and version changes • Raise project forms and coordinate editorial specification forms • Dubbing as requested and recording tapes for programme review • Track ratings and performance of programmes, distributing as required • Act as custodian of department’s archive (Commissions, Pre-Purchases and Licences) monitoring schedules for repeats across all platforms, re-watching materials as necessary, and communicating with key areas on post-TX contributor and other subsequent issues requiring action • Supervise compliance and other necessary edits of department’s output as required • Co-ordinate billings delivery from independent producers to meet weekly press deadlines, manage lawyer and Commissioning Editor sign offs. Update general enquiry with titles and spread sheets weekly. • Enter programmes into eligible awards and liaise with Indies about the entries
Team Assistant/ PA, Channel 4 • Arranging and managing meetings and all aspects of the individuals diary • Room bookings/logistics for internal and external meetings – ensuring facilities and reception have all the correct information. • Communicating agendas and conference call dial-in details where necessary. • Organise international travel arrangements (including visas where appropriate) and preparing itineraries, ensuring travel policies are adhered to and appropriate approvals are received prior to travel (internally and from the client). • Organise taxi bookings • Manage, organise and coordinate events including workshops, meetings and team events where appropriate. • Assisting with administrative requirements. Typing and proofing documents, drafting correspondence and producing and formatting presentations. • Meet and greet clients.
• Arranging and managing meetings and all aspects of the individuals diary • Room bookings/logistics for internal and external meetings – ensuring facilities and reception have all the correct information. • Organising webex seminars • Communicating agendas and conference call dial-in details where necessary. • Organise international travel arrangements (including visas where appropriate) and preparing itineraries, ensuring travel policies are adhered to and appropriate approvals are received prior to travel (internally and from the client). • Organise taxi bookings • Demonstrate cost awareness on jobs being managed, particularly with travel and raise any concerns to the relevant line manager(s).
• Managing the partners diaries and arranging external and internal meetings inside and outside the office • Arranging travel, visas and accommodation and, occasionally, travelling with the manager to take notes or dictation at meetings or to provide general assistance during presentations; • Screening phone calls, enquiries and requests, and handling them when appropriate; • Organising and attending meetings and ensuring the manager is well prepared for meeting • Working on specific projects and research; • Meeting and greeting visitors at all levels of seniority; • Taking dictation and minutes; • General Admin: include correspondence via Fax, E-Mail and Letter as requested by Agent, filing of contracts and correspondence when required, opening post, providing cover for reception when necessary, sending out datesheets, staff sheets and maintaining office supplies. • Contracting-Chasing up contractual information to enable the creation and issue of Deal Memos and Contracts and dealing with the rider and costing for each contract when required. • with any revised information on deposit or payment charges, invoicing for Artists fee, deposits and venues for Concert Clinic Income, checking settlements • Accounts- Assisting the accounts department where necessary, keeping the CRM up to date • Applying for Work Permits & Tax applications. • Press/ Riders/Technical Specifications - Ensuring that this is kept up to date and filed in the relevant folders • Working with artists such as Bon Iver, Example, Yasmin Levy, Katy B, Team Me, Beth Jeans Houghton and The Hooves Of Destiny, Bastille and many more • Summer Sundae Weekender (www.summersundae.com) – Assisting on the marketing of this festival: Co-ordination of Adverts, Updating the Social Media Sites with news, Ticket Sales and Overseeing the visuals (Brochures, Adverts, Posters etc) Mail outs-Sending out CDS or download links to potential promoters along with biogs and press and general admin duties.
Arts Marketing Module