Prisma Artists is a boutique talent agency representing a diverse roster of world-class electronic music artists. We are seeking a highly organized, detail-oriented Agency Administrative Assistant to support the core administrative and financial workflows behind our bookings.
This role is essential to the agency’s day-to-day operations, managing the full offer-to-settlement process to ensure every booking is properly documented, payments are collected on time, and artist settlements are handled accurately and efficiently. The ideal candidate is proactive, discreet, and comfortable operating in a fast-paced, high-accountability environment.
Responsibilities
Contract & Invoice Management
- Convert confirmed offers into formal performance contracts and invoices using ABOSS
- Review deal terms for accuracy, including fees, dates, venues, deposits, and additional provisions
- Coordinate internal approval workflows before sending documents to promoters, buyers, and artists
- Maintain accurate documentation and ensure all executed agreements are properly stored and tracked
Financial Coordination & Payment Collection
- Track incoming deposits and performance payments through QuickBooks and internal systems
- Follow up on outstanding contracts, signatures, and payments in a timely and professional manner
- Escalate urgent issues according to internal policies, especially for upcoming shows or overdue balances
- Prepare artist release statements and support accurate settlement processing, including agency commissions
Administrative & Database Management
- Keep contract trackers, Google Sheets, and artist databases updated in real time
- Maintain organized digital records across platforms including Dropbox and Google Workspace
- Serve as a professional point of contact for promoters, venues, and production managers on administrative matters related to bookings
- Support the agency team with general administrative coordination as needed
Qualifications
- Minimum 2 years of experience in an administrative, operations, contracts, invoicing, accounting support, or coordination role
- Excellent written and verbal communication skills, with the ability to send clear, professional, and persistent follow-up emails
- Strong organizational and execution skills, with the ability to manage multiple bookings, deadlines, and detailed processes with accuracy
- Proficiency in Google Workspace, especially Google Sheets and Docs
- Experience with ABOSS, QuickBooks, or similar booking and accounting systems is preferred
- Experience in talent booking, live events, music, or agency environments is a plus, but not required
- Ability to handle confidential financial and contractual information with discretion
- Comfortable working in a fast-paced environment with a high standard of accuracy and accountability
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