A&R Administrative Assistant

Key Responsibilities: Invoicing & Financial Tracking Process and route all invoices related to artist advances, legal fees, and recording costs to Finance for payment Log all expenses against individual artist budget sheets in real time Monitor spend against approved budgets and proactively flag A&Rs when nearing or projected to hit budget caps Maintain accurate, up-to-date budget summaries for each active project Catalog & Distribution Manage back catalog collection and ingestion, ensuring metadata, audio, and artwork meet distributor specs Coordinate and execute all single, EP, mixtape, and album uploads with the distributor Track delivery status and troubleshoot rejected or delayed releases Agreement & Rights Management Log and maintain a database of all producer and side artist agreements per project Track clearance status across producers, labels, publishers, and other third parties, and flag bottlenecks before they delay a release Maintain a centralized, organized repository of all legal agreements tied to each record (recording agreements, sample clearances, features, producer deals, etc.)Logistics & Booking Coordinate studio booking for A&Rs and artists Arrange travel for A&Rs as needed for sessions, meetings, or events Calendar & Scheduling Maintain and update the production and release calendar for both Good Talk and Jumpstart rosters Ensure all stakeholders (A&R, marketing, distribution, legal) have visibility into key dates and deadlines General A&R Administration Maintain organized digital files for each project (contracts, session notes, deliverables, approvals)Assist with royalty and recoupment tracking in coordination with Finance Support A&R in gathering session credits, songwriter splits, and metadata for registration with PROs/publishers Coordinate sample clearance requests and track approval timelines Assist with vendor and service provider setup (engineers, studios, mastering), including W-9s and payment information Take notes and track action items during A&R and project status meetings Assist with mechanical licensing and Content ID/rights management issues as they arise Support onboarding of new artists and producers with contract and paperwork collection Provide general administrative support to the A&R department as needed Qualifications 1–3 years of experience in music industry operations, A&R administration, or business affairs (label, management company, or distributor experience preferred)Strong understanding of recording budgets, advances, and recoupment structures Familiarity with digital distribution platforms and metadata requirements High attention to detail and comfort managing multiple deadlines across a busy release slate Proficient in Excel/Google Sheets; experience with royalty or rights management software a plus Strong written and verbal communication skills for cross-departmental coordination Engagement Terms This is an independent contractor engagement, not a full-time employee position