Executive Assistant at Windcatcher Production INC
Windcatcher Production Inc. seeks a detail-oriented Executive Assistant to provide comprehensive support for leadership managing global tours and live concert productions. This fully remote position blends traditional executive assistance with active participation in booking, production, and artist development activities.
You will oversee scheduling, correspondence, and priority management across multiple time zones while liaising with venues, promoters, and international partners. Beyond operational coordination, you'll help cultivate artistic ventures—from developing new prospects to nurturing creative concepts that expand musical reach. This role offers the chance to apply your administrative talents in a position where meticulous organization intersects with creative contribution, facilitating worldwide tours and connecting music with global audiences.
Key Responsibilities
- Executive Support: Coordinate calendars, email management, and deadline tracking across time zones; develop meeting agendas and action items.
- Booking & Contracts: Primary contact for booking inquiries; create offer proposals; monitor hold/confirmation status; administer contract execution.
- Production Coordination: Advance performances with venues (technical requirements, stage layouts, timelines, hospitality); supervise settlement processes; reconcile post-event documentation.
- Financial Operations: Generate invoices; monitor payment status; pursue outstanding balances; maintain systematic filing for contracts, invoices, and regulatory compliance.
- Marketing Coordination: Collaborate with venues and internal teams on ticket sales, event listings, and promotional materials; ensure accuracy across Bandsintown, Songkick, and corporate website; interface with designers/contractors; assist with media and influencer engagement.
- Travel Management: Arrange air travel, accommodations, and local transportation; develop detailed itineraries for touring segments.
- Merchandise Operations: Support merchandise setup and logistics for events; monitor inventory and sales data; contribute to online merchandise activities.
- Central Communications: Serve as main contact for promoters, venues, and stakeholders before events; address inquiries from website and social platforms.
- Strategic Initiatives: Investigate potential bookings, collaborative partnerships, funding opportunities, and industry programs.
Required Qualifications
- 2–5+ years' applicable experience in music/entertainment sector (executive assistance, booking administration, or tour management)
- Outstanding written communication abilities and professional correspondence standards
- Exceptional organizational and time-management capabilities; excels in dynamic settings
- Proficient with Google Workspace and spreadsheet applications; knowledge of ticketing platforms and concert agreement terminology
- Preferred Skills: Experience with Canva/Adobe applications, DocuSign, Shopify/merchandise processes, or media relations coordination
Position Details
- Location: Fully remote
- Employment Type: Full-time contract (40 hours weekly)
- Compensation: $2,800–$3,200 monthly USD + performance-based bonus opportunity