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 GoodTalk 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
• Compensation: $3,000/month, paid against a monthly invoice submitted by the contractor
• Contractor is responsible for their own taxes, equipment, and benefits; no employee benefits are provided