A&R Administrative Assistant

Job Description

Key Responsibilities \n

Invoicing & Financial Tracking

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• Process and route all invoices related to artist advances, legal fees, and recording costs to Finance for payment
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• Log all expenses against individual artist budget sheets in real time
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• Monitor spend against approved budgets and proactively flag A&Rs when nearing or projected to hit budget caps
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• Maintain accurate, up-to-date budget summaries for each active project
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Catalog & Distribution

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• Manage back catalog collection and ingestion, ensuring metadata, audio, and artwork meet distributor specs
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• Coordinate and execute all single, EP, mixtape, and album uploads with the distributor
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• Track delivery status and troubleshoot rejected or delayed releases
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Agreement & Rights Management

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• Log and maintain a database of all producer and side artist agreements per project
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• Track clearance status across producers, labels, publishers, and other third parties, and flag bottlenecks before they delay a release
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• Maintain a centralized, organized repository of all legal agreements tied to each record (recording agreements, sample clearances, features, producer deals, etc.)
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Logistics & Booking

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• Coordinate studio booking for A&Rs and artists
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• Arrange travel for A&Rs as needed for sessions, meetings, or events
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Calendar & Scheduling

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• Maintain and update the production and release calendar for both GoodTalk and Jumpstart rosters
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• Ensure all stakeholders (A&R, marketing, distribution, legal) have visibility into key dates and deadlines
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General A&R Administration

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• Maintain organized digital files for each project (contracts, session notes, deliverables, approvals)
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• Assist with royalty and recoupment tracking in coordination with Finance
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• Support A&R in gathering session credits, songwriter splits, and metadata for registration with PROs/publishers
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• Coordinate sample clearance requests and track approval timelines
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• Assist with vendor and service provider setup (engineers, studios, mastering), including W-9s and payment information
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• Take notes and track action items during A&R and project status meetings
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• Assist with mechanical licensing and Content ID/rights management issues as they arise
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• Support onboarding of new artists and producers with contract and paperwork collection
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• Provide general administrative support to the A&R department as needed
  
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• 1–3 years of experience in music industry operations, A&R administration, or business affairs (label, management company, or distributor experience preferred)
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• Strong understanding of recording budgets, advances, and recoupment structures
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• Familiarity with digital distribution platforms and metadata requirements
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• High attention to detail and comfort managing multiple deadlines across a busy release slate
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• Proficient in Excel/Google Sheets; experience with royalty or rights management software a plus
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• Strong written and verbal communication skills for cross-departmental coordination
  
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• This is an independent contractor engagement, not a full-time employee position
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• Compensation: $3,000/month, paid against a monthly invoice submitted by the contractor
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• Contractor is responsible for their own taxes, equipment, and benefits; no employee benefits are provided
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