Work with us!

Artist Management Assistant 

LOCATION

Ideally Victoria, Australia. 

JOB LISTED

Opens Jun 30, 2025 - Closes 13th July, 2025 (14 days)

EMPLOYMENT-TYPE

Part-Time (3 or 4 days per week - Mon-Wed or Mon-Thurs)

REMUNERATION

$60,000 +super (pro-rata) - negotiable based on experience.

About the job

We're looking for an experienced and highly organised Artist Management Assistant to join our team. You'll provide crucial support to our Artist Managers, handling administrative tasks, scheduling, and logistical coordination that are vital to our artists' careers. This role involves comprehensive support for their business and creative endeavors, including managing complex schedules, coordinating logistics, and acting as a key liaison between artists and external partners. Ideally, you'll have prior experience working closely with talent, management, labels, distribution partners, publishers, touring crews, agents, and registration bodies within the music or entertainment industry.

Who we are

The Hills Are Alive Group (THAA) is a leading Australian-owned and operated music and entertainment business, focused on cultivating artist’s careers with a global outlook. We provide comprehensive artist management services to a diverse roster, including celebrated Australian artists Pete Murray and Boy & Bear, as well as dynamic emerging talents such as indy-folk duo The Dreggs, rising star Steph Strings, Producer/Singer/Songwriter Tim Hart and Grammy award winning song writer Mike Waters. Our commitment lies in strategically guiding their growth, enhancing their market presence, and securing opportunities that elevate their profiles on a worldwide scale. 

Beyond artist development, THAA is also a key player in the live music scene, producing, promoting, and presenting world-class concerts and festivals. We extend our reach across Victoria and to interstate audiences, delivering unforgettable experiences. Joining THAA means contributing to a vibrant company with a significant impact on both local, interstate and international music landscapes, shaping the future for artists and fans alike.

The position

We are looking for someone based in Australia (ideally Victoria) to become our new Artist Management Assistant. Working closely with The Hills Are Alive’s Directors and Artist managers, your role would cover many aspects of the day-to-day management of our artist roster and activities. 

The position is a 3 or 4 day per week (Monday-to-Wednesday/Thursday) part-time role. You would predominantly work remotely, however if Melbourne/Victoria based we would organise in-person team meetings.

The music industry is an exciting work environment with a fluid and dynamic atmosphere and the successful candidate will need to be highly organised and analytical with excellent attention to detail and the ability to problem solve whilst assisting the Artist Managers. 

Key responsibilities 

• Reporting 

• Promotional and campaign reporting

• Fortnightly Social Media & Streaming Reports

• Weekly Team Updates

• Other reporting as requested by Artist Managers

• Fan Management 

• Manage all Fan accounts, Fan requests, including managing fan databases, communication, sending merch packs, signed items etc. Will involve:

• Manage and maintain Artists mailing lists. 

• eDM drafting as required - will require the use of Mailchimp/ActiveCampaign/Kit or similar. 

• Data Base Management 

• Calendars / Timelines - maintain and update artist calendars and master timelines as required. This includes:

• Manage international and domestic calendars across multiple time zones, including promotional schedules, travel bookings, visa arrangements, accommodations, and detailed itineraries.

• Create tour itineraries for the Managed Artists' when necessary.

• Maintain artist schedules, including live performances, rehearsals, interviews, and recording sessions.

• Alerting Artist Managers/Artists of upcoming visa, passport, driver license, insurances, membership expiry. Ensure all and a detailed master log is kept to monitor expiry and coverage.

• Maintain a calendar with all artists birthdays, and organise gifts for artists in consultation with artist managers. 

• Song Writing - Keeping well documented song-writing information, updated and clean logs of song-writing splits, production splits & credits, any other logs & communicating them to third parties i.e. Publishing companies, Sound-exchange, APRA/AMCOS, PPCA etc;

• Recorded Music - Keeping well documented, updated and clean master logs of master recording information & communicating it to set third parties i.e. Distribution Companies and record labels.

• Post show reporting - submit and file APRA Live Performance Reports (LPRs), Merch Settlement Sheets, Post show/tour reporting and email Opt-in data. 

• Live Show Guestlists - Building guestlists for shows/tours and maintaining as per Artist Managers, Talent, Publicists + wider team’s submissions. 

• Maintain Drive/Dropbox file system - follow and maintain the existing folder and filing system for artists assets IE: recordings, photos, artworks, artist PR, touring information and archive databases.

• Touring & Advancing

• VISA & Work Permits - Be responsible for the Managed Artists' and any promoted touring artists' VISA and work permits. Includes tracking key dates and logging in calendars.

• Liaise with Artists, tour managers and production teams to ensure seamless touring and event execution.

• Respond to Managed Artists' logistics requests whilst they are on tour. You will be a point of contact for the artists and need to be available to respond to requests promptly.

• Grant Writing and Submissions 

• Be responsible for staying across all grant and funding opportunities for artists and alert Managers and artists of grant opportunities. 

• Drafting grant applications and following through to the submission process, collating all supporting documentation and budgets. 

• Digital & Social Media Strategies and Implementation 

• Posting on artist social media platforms when required; this may include outside of working hours.

• Liaise with relevant stakeholders (booking agents, publicists, distribution companies, social media coordinators) to organise content and collateral for releases and show announcements.

• Assisting with regularly updating social media to ensure all hyperlinks and third party information is current and up-to-date including but not limited to;

• Instagram, Facebook, Twitter, Wikipedia, Master data base, Superphone, Mailing list, Tik Tok, Bandsintown, Songkick, Spotify (incl artist pin) Apple, YouTube, Shazam, Seated (or the most relevant gig listing platform used at the time). 

• Website updating & maintenance as required, or liaising with web developers to implement updates. 

• Other platforms that may be required. 

• Artist Development and Marketing

• Identify opportunities for artist growth and share ideas with the team to further the Artists’ career. 

• Coordinate with marketing teams, media partners, and management to enhance artist visibility and execute promotional campaigns.

• Campaign project coordination - assist with campaign check lists including due dates, required assets creation and submission and team coordination.

• Support on-site at concerts and artists promotional activities as required.

• Coordinate interviews with our publicists and band members.

• Press Release Drafting as required. 

• Merchandise (Online & Tour) in-line with releases or touring

• Execution of product timeline as overseen by Artist Managers.

• Ensure all key items of merchandise for Managed Artists' have adequate stock levels in all online stores.

• Work with Managed Artists' in developing new merchandise campaigns and hitting monthly sales targets.

• Work with Artist Managers on timelines, production and delivery of physical music (vinyl and CD’s)

• Attending shows -  Available to attend artists shows in your home city, as well as travelling interstate from time to time.

Key Skills & Experience

• Experience: 

• 2-3 years in artist management, day-to-day management, or a similar role in the music or entertainment industry is preferred, but not essential.

• Administrative Proficiency:

• Strong command of Google Suite (Docs, Sheets, Calendar), Apple Mac, Excel, Dropbox, and other project management tools.

• Excellent office administration and data entry skills.

• Exceptional organizational skills to manage logistics, maintain accurate records, and track deadlines.

• Attention to detail to ensure accuracy in all documents, schedules, and communications.

• Communication & Relationships:

• Excellent written and verbal communication skills, crucial for building and maintaining positive working relationships with artists, promoters, publicists, and other music industry participants.

• Ability to ensure clear and efficient communication between all relevant stakeholders, maintaining strict confidentiality and discretion.

• Strong relationship-building skills to liaise professionally and collaboratively with vendors, partners, and artists.

• Digital Literacy: 

• Excellent understanding and ability to use all social media platforms and online platforms for websites and databases.

• Financial Literacy: 

• Basic understanding of financial processes, including the ability to read and review budgets, comprehend GST, and manage invoices and expenses.

• Work Ethic & Autonomy:

• A pride in doing your job well and executing plans as part of a team working towards common goals.

• Ability to work independently, monitor progress, and complete specific tasks over extended time periods.

• Ability to prioritize tasks effectively in a fast-paced environment.

• Time Management: 

• Ability to manage your time and competing priorities to meet short deadlines.

• Problem-Solving & Adaptability:

• Resourcefulness in resolving last-minute issues (e.g., related to logistics, visas, or merchandise).

• Adaptability to handle changes in schedules, requirements, or priorities.

• Flexibility & Travel:

• Flexibility to work outside regular office hours and during live events.

• Ability to travel domestically when required.

• Ideally, you'll have your own transport.

General Strengths, Skills & Attributes

• Lead with empathy and integrity: You'll promote a collaborative and trusting environment by demonstrating respect for all team members.

• Influence and communicate effectively: Possess strong communication skills to engage and influence industry and company stakeholders.

• Champion team wellbeing: Show a clear commitment to fostering team member wellbeing and engagement.

• Stay connected to industry trends: Actively participate in industry events, conferences, and networking to remain informed on the latest People & Culture trends and best practices.

• Build strong internal relationships: Foster close, positive relationships across the entire company, ensuring you understand the diverse needs of the organization and its people.

• Company Representation & Networking: Effectively represents the company's values and brand in social, professional, and networking settings. This includes engaging confidently and appropriately with clients, partners, and industry contacts, acting as a positive ambassador.

As part of this role, you'll also be expected to adhere to all company policies and procedures.