Virtual Executive/Administrative Assistant – Entertainment Booking Agency

Important – Please Read Before Applying

This is a very important position for our company.
We are ONLY looking for detail-oriented, highly organized, and professional candidates who can follow instructions exactly as written.

If you skip steps, miss details, or fail to complete any part of the application exactly as instructed, your application will be immediately disqualified.
This role requires the highest level of accuracy, attention to detail, and communication skills — we expect nothing less.

About Us

Troutman Music Group (TMG) is a high-performance entertainment booking agency representing world-class artists across R&B, Funk, Soul, Gospel, Hip-Hop, Country, and more.
We book, manage, and advance live events — working directly with artists, buyers, venues, and production teams.

We are growing and need a top-tier Virtual Executive/Administrative Assistant to help us keep everything running smoothly while we focus on bringing in business.


Role Overview

You will be the administrative backbone of TMG — handling contracts, payments, CRM updates, and communications with artists, buyers, and our internal team. You will be CC’d on all key communications to capture, organize, and follow through on details so nothing slips through the cracks.

This is a fast-paced role that requires excellent English (spoken and written), a professional demeanor, and the ability to anticipate needs without being micromanaged.


Key Responsibilities

Contract & Deal Management
• Review offers and contracts for accuracy
• Correct discrepancies and confirm all terms match original agreements
• Maintain organized, searchable contract archives

Financial & Invoice Management
• Generate and send invoices for all bookings
• Track payments, send receipts, and follow up on overdue balances
• Maintain accurate 1099 and payment records

CRM & Data Management
• Keep PipeDrive fully updated with deal statuses
• Upload contracts, riders, invoices, and promo materials to CRM and Google Drive
• Ensure all contact and deal data is accurate and current

Communication & Follow-Up
• Act as administrative contact for artists, buyers, and internal team
• Follow up promptly for missing information
• Extract key details from emails, texts, and calls for record-keeping

Task & Deadline Management
• Create and track show timelines/checklists (contract sent, payment, promo, advance, final check-in)
• Keep CEO’s daily priority list updated
• Remind tea ---------- mbers of upcoming deadlines



Required Skills & Qualifications
• Fluent English – both written and spoken (this will be tested)
• Highly detail-oriented — NOTHING gets past you
• Strong organizational skills — able to manage multiple projects at once
• Professional and clear communicator
• Tech-savvy — Google Workspace, CRM tools, file management
• Self-starter — able to take initiative without constant direction



Step 1 – Voice Recording Requirement

To be considered, you MUST submit a 2–3 minute voice recording answering BOTH questions below:
1. Tell me about yourself and your past work experience.
2. Describe a time when you solved a problem for a client or employer.

You can record this using Vocaroo, Loom, or Google Drive and paste the link in the Google Form (Step 2).
Failure to submit this will result in immediate disqualification.



Step 2 – Google Form Assessment

After the voice recording, you must complete our Google Form assessment: ----------
• Some questions are challenging by design — this is intentional.
• We want to assess your current skills, problem-solving ability, attention to detail, and English comprehension.
• Every question must be answered thoughtfully and completely.



Why Join TMG
• Work with a CEO deeply connected to the global music industry
• Be part of a growing agency representing legendary and rising talent
• Remote position with flexible hours (must overlap with Eastern Time)
• Clear role ownership — your work will directly impact company success
• Bonuses for meeting project deadlines and exceeding expectations



How to Apply
1. Record your voice submission (Step 1) answering both required questions.
2. Complete our Google Form (Step 2) — link provided in the job post.
3. Wait for us to review your application. Only shortlisted candidates will be contacted for a live interview.

Failure to follow these steps exactly will result in your application being removed from consideration