Town Hall Theater
New York, NY
US
Position Overview:
The Booking and Events Associate will play a vital role in supporting the Director of Booking and Events with a wide range of responsibilities related to booking, coordination, and execution of events at The Town Hall. This position is key to ensuring smooth day-to-day operations, assisting with scheduling, managing relationships with partners, and ensuring the successful planning and execution of performances and rental events.
The ideal candidate will be highly organized, detail-oriented, and possess strong administrative skills. This role is an excellent opportunity for someone looking to build their career in arts administration and live performance management, while supporting key administrative processes. The position is a hybrid on-site/remote role.
Key Responsibilities:
鈼� Assist in maintaining and updating the event calendar, ensuring that internal and external events are scheduled efficiently and without conflicts.
鈼� Coordinate and track holds, availability, and bookings for visiting presenters, corporate bookings, and Town Hall Presents productions.
鈼� Work closely with the Director to monitor and manage scheduling changes, adjustments, and logistical conflicts.
鈼� Assist in outreach and communication with agents, promoters, and producers to confirm details, check availability, and assist with booking confirmations.
鈼� Help track incoming booking inquiries and manage communication regarding availability, fees, contracts and more.
鈼� Provide logistical support for event planning and day-of event coordination, ensuring smooth operations from start to finish.
鈼� Work with the Director and internal teams to ensure that all technical, stage, and production requirements are met in advance of performances or events.
鈼� Assist in the coordination of front-of-house operations, including but not limited to box office setup and guest services.
鈼� Serve as a point of contact for clients, artists, and event organizers, providing excellent customer service and ensuring their needs are met, maintaining positive, professional relationships to foster long-term collaboration.
鈼� Assist with preparing communications, briefing documents, and event updates for the Director and other team members.
鈼� Assist in preparing, reviewing and distributing contracts under the supervision of the Director, ensuring timely execution and clarity for all involved parties.
鈼� Track the progress of contract negotiations and monitor contract deadlines to ensure all required documentation is completed in a timely manner.
鈼� Support the settlement process post-event by tracking payments, ensuring timely settlement of artist and producer fees, and helping to resolve any discrepancies.
鈼� Maintain accurate records of event contracts, invoices, and payments, ensuring all data is up-to-date and correctly entered into the system.
鈼� Oversee the master spreadsheet that tracks Ticketmaster revenue and settlement dispersal, serving as a key connector between the live events department and the finance department.
鈼� Perform general administrative tasks such as data entry, filing, and updating event-related documentation and tracking systems.
鈼� Ensure that all contracts, invoices, and event-related financial records are accurately logged and tracked, with a focus on timely invoicing and payment processing.
鈼� Assist in preparing and processing invoices for event-related services, tracking payment statuses, and coordinating with the finance department to ensure timely and accurate payments.
鈼� Maintain and update internal databases with event, artist, and booking information to ensure easy access to critical data.
鈼� Provide additional support to the Director of Booking and Events as needed, helping to ensure that all details are covered leading up to and following each event.
鈼� Act as the in-office liaison with Town Hall鈥檚 contracted HR firm, dedicating 2-5 hours per week to assisting with needed HR-related duties.
Key Qualifications:
鈼� Previous experience in administration or the performing arts is preferred, but not required.
鈼� Strong administrative skills with experience in data entry.
鈼� Excellent organizational and time-management skills, with the ability to manage multiple tasks and deadlines.
鈼� Strong verbal and written communication skills; ability to interact with a wide range of stakeholders.
鈼� High attention to detail and ability to work independently and as part of a team.
鈼� Proficiency in Microsoft Office Suite, Google Suite and familiarity with scheduling software is a plus.
鈼� Passion for the arts and live performance, with a desire to learn and grow in the field of event booking and coordination.
Key Performance Indicators (KPIs):
鈼� Efficient and error-free calendar management with a high level of transparency and organization.
鈼� Support in growing the venue鈥檚 event portfolio, with a focus on assisting the Director in achieving targeted YOY growth.
鈼� Accuracy and timeliness in administrative tasks, including contract preparation, invoicing, and show settlement.
鈼� Positive feedback from clients, partners, and internal teams on communication and event coordination support.
Physical Demands & Working Conditions:
鈼� Ability to work flexible hours, including some nights and weekends, as needed for event-related responsibilities.
鈼� Occasional lifting or carrying of event materials, boxes, or other items associated with event setups.
鈼� Ability to work in a fast-paced, dynamic environment and handle high-pressure situations with professionalism.
鈼� Hybrid on-site/remote work model, with the flexibility to work from home and in the office as needed.
Apr 14, 2025 -
$75,000.00 – $85,000.00 per year
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