Talent/Briefs Admin Assistant for Busy Australian Talent Agency

We are looking for a highly organised, hardworking, and determined virtual assistant to join our dynamic team at Bubblegum Casting and Hunter Talent. You will be responsible for managing the submission of new briefs, media requests, and coordination of auditions across multiple platforms, ensuring smooth communication between talent, parents, clients, and internal teams. This role requires a keen eye for detail and excellent organisational skills, as well as handling tasks like child employment paperwork, tracking job progress, and administrative duties. Your work will directly support our teams and play a key role in ensuring audit compliance and keeping everything on track.

Key Responsibilities:
Briefs Support:

Submit New Briefs: Handle brief submissions across platforms such as Casting Networks, Syngency, Altai, and Showcast for both Bubblegum Casting and Hunter Talent.
Media Requests and Auditions: Submit media requests, forward audition requests, and send call-outs via Syngency and Casting Networks.
Audition Coordination: Send SMS reminders via Kudosity to ensure timely submissions, and manage responses for auditions and briefs tickets.
Tracker and Calendar Management: Update the Briefs Tracker with holds, callbacks, and booked jobs. Schedule billable work on Google Calendar for organisational tracking.
Child Employment Paperwork: Forward correct paperwork (e.g., Parental Consent Forms, School Exemption Forms) per age and market. Store all documents in Dropbox for audit compliance.

Administrative Tasks:
Brief Ticket Management: Collate new briefs tickets, tag relevant briefs in HelpWise, and assign tickets to the appropriate agent or booker.
Direct Client Inquiries: Respond to client direct brief requests, assessing budget feasibility. Forward client calls from bookers to agents as necessary.
Contract Organisation: Organise pending talent contracts for review and signing.
Monitor Communication Channels: Handle queues and inquiries across email, SMS, and phone platforms. Ensure no brief or media request is left unattended.

Requirements:
Proven ability to manage multiple projects and deadlines efficiently
Strong communication skills (email, phone, SMS)
Experience working across digital platforms like Syngency, Casting Networks, and other administrative tools
Attention to detail, particularly when handling documents and tracking information
Ability to work autonomously in a fast-paced environment

Working Hours: 9:30 AM - 6:30 PM GMT+11 (Melbourne Australia Time)
This position offers a fantastic opportunity to be part of the thriving entertainment and casting industry at Bubblegum Casting and Hunter Talent.