About Francis Management
Francis Management is a premier international talent booking agency and event production company specializing in Caribbean music, culture, and entertainment. We manage major talent bookings, negotiate global performance engagements, produce large-scale concerts and festivals, and coordinate complex logistics for clients, artists, partners, and events worldwide. Our environment is fast-paced, high-level, and requires professionalism, discretion, and exceptional organizational ability.
We are looking for a reliable, trustworthy, detail-oriented, and highly organized Executive Assistant / Office Manager to work on-site and support daily operations, executive functions, client relations, artist logistics, and internal team coordination. This individual will also play a key role in training new employees and ensuring smooth onboarding and operational consistency across the company.
Key Responsibilities
- Provide direct support to the Managing Director with scheduling, calendars, communications, and follow-up tasks.
- Manage high-volume emails, calls, and message traffic with urgency.
- Draft, edit, and prepare professional correspondence, deal memos proposals, agreements, itineraries, hospitality riders, technical riders and internal documents.
- Assist with research, data compilation, and presentations for meetings, deals, and partnerships.
- Anticipate the Managing Director’s needs and provide proactive solutions for operational or business challenges.
- Develop and maintain standard operating procedures (SOPs) and office protocols
- Maintain confidentiality when handling sensitive documents and private business information.
- Oversee the day-to-day operations of the office to ensure a smooth and professional work environment.
- Maintain organized digital and physical filing systems (contracts, invoices, artist documents, etc.).
- Coordinate with vendors, suppliers, and contracted services as needed.
- Ensure office standards, policies, and procedures are followed consistently.
- Assist with talent inquiries, booking information, and administrative communication with artist teams.
- Assist with collecting promotional content, photos, bios, and materials for upcoming events and bookings.
- Preparing travel schedules, accommodation details, and logistics for artists and team members.
- Assist with coordinating visas, flight options, hotel options, ground transport, and itineraries.
- Assist in the planning and administrative tasks related to concerts, festivals, and corporate event projects.
- Help with event timelines, scheduling, vendor communications, and on-site preparation.
- Source grants and sponsorship opportunities through research, outreach coordination, and proposal preparation.
- Maintain organized event files including budgets, vendor lists, artist requirements, and permits.
- Assist with managing and updating company social media accounts (posting, content scheduling, artist announcements).
- Maintain and organize the internal database of clients, promoters, artists, contacts, and business partners.
- Track bookings, inquiries, and communications using CRM tools and internal spreadsheets.
- Provide admin support for campaigns, outreach, newsletters, and digital promotions.
- Handle incoming requests, general inquiries, and appointment scheduling.
- Support client acquisition research and outreach efforts under the guidance of the Managing Director.
- Prepare and distribute meeting notes, call summaries, and follow-up communications.
- Handle bookkeeping and financial task using QuickBooks or similar software, including data entry, invoicing, expense tracking, receipt logging, payment follow-ups and basic bookkeeping responsibilities
- Support the Managing Director with preparing budgets for events and project planning.
- Lead the onboarding process for all new administrative and operations staff.
- Provide hands-on training for new hires on company systems, procedures, databases, communication standards, and workflows
- Support the Managing Director with identifying performance gaps and recommending workflow improvements.
- Support weekly and monthly sales and booking targets by coordinating outreach, follow-ups, and proposals.
- Ability to assist with tracking weekly and monthly sales goals or KPIs.
- Contribute ideas and strategies to increase bookings, partnerships, and event revenue.
- Ensure the office is clean, tidy, and professional at all times, including basic cleaning and tidying in common areas.
Qualifications
- Minimum 2 - 4 years of experience as an executive assistant, office manager, or operations coordinator.
- Experience in entertainment, bookings, events, or hospitality is a strong advantage.
- Exceptional organizational and multitasking abilities.
- Strong writing, communication, and customer-service skills.
- Proficiency in Google Workspace, Microsoft Office, CRM tools, and project management software.
- Experience training, onboarding, or supervising administrative staff
- Ability to work in a fast-paced environment and handle high-priority, time-sensitive tasks.
- Excellent time management skills with the ability to work independently and take initiative without constant supervision.
- Ability to develop, implement, and maintain SOPs (Standard Operating Procedures), office protocols, and workflow systems.
- Strong attention to detail and accuracy in all administrative and operational tasks.
- Strong digital literacy, including the ability to learn new systems quickly.
- Experience using CRMs such as HubSpot, Salesforce, Airtable, or Zoho for data management and lead tracking.
- Basic experience with social media management platforms (e.g., Meta Business Suite, Hootsuite, Later, Buffer).
Personal Attributes
- Professional, reliable, and detail-oriented.
- Outstanding organizational skills
- Strong communication and interpersonal skills
- Calm under pressure in a fast-paced environment
- Able to anticipate needs and act proactively.
- Strong problem-solver with excellent judgment.
- Able to work independently and in a team environment
- Comfortable working in a dynamic entertainment/event environment.
- Adaptable, resourceful, and eager to learn.
Job Types: Full-time, Part-time, Fixed term contract
Contract length: 12 months
Pay: $20.00-$24.00 per hour
Benefits:
Education:
- Bachelor's Degree (required)
Experience:
- Administrative: 3 years (required)
- Microsoft Office: 6 years (required)
- Database administration: 3 years (required)
- Executive Assistant: 2 years (required)
- Creative writing: 2 years (required)
- Project Management: 2 years (required)
- Event planning: 3 years (preferred)
- Digital marketing: 3 years (preferred)
Language:
Work Location: In person
