CMU Jobs

Job ad: Isobel Griffiths – Admin and Orchestra Contractor Support Assistant (London)

By | Published on Friday 15 November 2019

Isobel Griffiths Ltd

We are looking for an admin assistant to support the Fixing Team of three Orchestra Contractors in a small but hectic office of seven staff based in the Chelsea Harbour area of SW10.  Experience in an administrative role with some knowledge of orchestral music and instruments is desirable.

Freelance orchestral and specialist musicians are booked by us for recording sessions for feature films, video games, TV scores, records and commercials as well as some live concerts.

We are responsible for budgeting musicians’ fees in accordance with the Musicians’ Union rates and regulations and booking those musicians to attend recording sessions. Day to day telephone contact involves liaising with musicians and their diary services, composers, producers, arrangers, recording studios, record labels, TV and film production companies.

Responsibilities

Full administrative role supporting the Fixing Team of three Orchestra Contractors (including Senior Fixer) requiring attention to detail and complete accuracy with all documents and communications.

General admin duties

• Checking off musicians’ consent forms and invoices when project files come back to the office after sessions. Following up on any missing paperwork and taking care of any queries and corrections
• Preparing detailed spreadsheets of final costs in preparation for accounts to complete final invoicing

Fixer / CEO support duties

• Preparing necessary Musicians’ Union paperwork in advance of sessions and preparing session folders including ‘leaving lists’
• Preparing Fixer planners showing the week’s sessions and Fixer attendance
• Preparing studio parking lists for Air Lyndhurst Studios
• Preparing advance invoices
• Allocating job numbers
• Taking minutes from Fixer meetings
• Updating musicians’ lists
• Helping fixers with musicians’ bookings via musicians’ diary services and direct with the musician
• Taking detailed phone messages from clients and new enquiries to pass onto the Fixers
• Occasional attendance at sessions in distributing musicians’ paperwork and checking musicians in for sessions
• To develop, over time, familiarisation with the Musicians’ Union agreements in order to answer any telephone enquiries from clients and prepare budgets on behalf of the Fixers’ projects with a view to managing some small projects of your own (after some time) and with Fixer supervision
• Fixer’s holidays cover: to check the email inbox of any Fixer in their absence, with a proactive approach to dealing with any enquiries or refer to another Fixer for their attention / guidance and help in responding to any emails
• Supporting CEO in various tasks, collecting and collating data on various areas of the overall industry and internal business
• Support to CEO in travel arrangements, meetings, trips to LA / film festivals etc

Special projects

• Helping in development and running of website
• Review of office admin practices and investigating more efficient systems

Person specification

• Ability and character to work to deadlines and under pressure
• A calm and friendly telephone manner is essential along with patience and great communication skills
• All in all, administrative accuracy and attention to detail is paramount
• Knowledge of orchestral music and instruments is desirable
• Must be a team player and highly organised individual

Essential skills

• Excellent IT skills and an ability to use Microsoft Word and Excel
• Fluent written and spoken English

How to apply

Please apply with covering email explaining why you think you would be suitable for the role, along with your CV to mandy@isobelgriffiths.co.uk



READ MORE ABOUT: | | |