Assistant Manager

ROLE OVERVIEW

Boris Orlob Management is seeking a highly organised and motivated Assistant Manager to support the Managing Director and Associate Director in the daily operations of the agency. The successful candidate will play a central role in ensuring the smooth coordination of artist engagements, communications with theatres and promoters, and the efficient administration of the office. This is an excellent opportunity for a candidate with strong administrative and interpersonal skills who wishes to build a career in international artist management and the performing arts industry.

KEY RESPONSIBILITIES

Artist and Theatre Liaison

• Serve as a primary point of contact for artists and their representatives regarding schedules, travel, and engagements.

• Communicate with theatres, festivals, and orchestras to coordinate contracts, schedules, rehearsal and performance logistics.

• Ensure accurate and timely relay of information between artists and presenters.

• Assist with visa and work permit documentation where required.

Contracting and Financial Administration

• Maintain accurate financial and contractual records in line with agency procedures.

• Prepare, process, and track artist contracts in coordination with the directors.

• Support fee negotiations, invoicing, and payment follow-ups.

• Maintain up-to-date records of fees, commissions, and expenses.

• Liaise with accounting for artist payments, agency finances, and VAT matters.

Office and Calendar Management

• Organise internal and external meetings, including preparing agendas and follow-ups.

• Manage the Managing Director's and Associate Director's calendars, appointments, and travel itineraries.

• Oversee day-to-day office operations (supplies, correspondence, filing systems, etc.).

• Coordinate internal and external meetings, including note-taking and action follow-ups.

• Manage general inbox and correspondence.

Database and Information Management

• Maintain and update the agency database and digital address book (artists, contacts, theatres, festivals, orchestras, etc.).

• Ensure all artist information (CVs, repertoire, biographies, photos, press materials) is current and consistent across platforms.

• Keep website artist profiles updated in coordination with the digital team.

Logistics and Travel Coordination

• Arrange travel and accommodation for artists and staff where necessary.

• Prepare itineraries and detailed schedules for engagements.

• Liaise with presenters and partners regarding on-site logistics.

Communications and Marketing Support

• Assist with the preparation of promotional materials, newsletters, and announcements.

• Support the coordination of auditions, showcases, and special events.

• Liaise with PR and communications partners as required.

PERSON SPECIFICATION

Essential:

• Excellent organisational and administrative skills with meticulous attention to detail.

• Strong written and verbal communication abilities.

• Ability to manage multiple priorities and work under pressure in a fast-paced environment.

• Proficiency in Microsoft Office and database/CRM systems.

• Professionalism, discretion, and a positive, team-oriented approach.

• Fluency in English and German (written and spoken).

Desirable:

• Experience in the classical music or performing arts sector.

• Working knowledge of Italian.

• Familiarity with artist management systems such as Overture, Operabase, or similar platforms.

HOW TO APPLY

Please send your CV and a brief covering letter outlining your suitability for the role to with the subject line "Assistant Manager Application - Your Name ".

SALARY

Negotiable, based on experience.

CLOSING DATE

12 January 2026