Assistant Account Manager (Tour)

Summary

The Assistant Account Manager, Tour Department supports the Account Manager in overseeing all financial, administrative, and business management aspects of client touring activity. This role combines client service, financial coordination, and operational support to assist in the planning, execution, and reporting of tours while safeguarding client interests. The Assistant Account Manager ensures accuracy and timeliness in all deliverables, facilitates clear communication across departments and external partners, and contributes to the overall efficiency and success of tour operations and client service excellence.

Role Specific Responsibilities

Client Relationship & Business Management

• Support the Account Manager in maintaining communications with booking agencies, tour managers, artist managers, promoters, and insurance providers, ensuring all correspondence is accurate, timely, and professional.
• Assist with preparing client correspondence, budget updates, financial summaries, and reporting outcomes.
• Support the tracking and execution of all aspects of tour administration to ensure proactive planning and accurate reporting.
• Maintain organized records of client tours, budgets, deal contracts, insurance policies, and financial reports to ensure visibility and continuity.
• Assist with coordinating tour-related information, schedules, crew payroll and documentation across internal teams and external partners.

Tour Accounting Support

• Assist with the preparation and review of tour budgets, projections, and other financial planning materials.
• Track tour income, collate expenses, reconcile cash reports, and ensure proper documentation for bookings and accounting purposes.
• Monitor balances and support the collection and tracking of receivables, ensuring timely follow-up and accurate reporting.
• Review bookkeeping records, prepare books for finalization, and assist with preparing reports comparing budgeted versus actual results for Account Manager review.
• Maintain accurate reconciliations and flag discrepancies or irregularities related to receivables, payables, deposits, and bookings.
• Adhere to company accounting standards and departmental procedures.

Tax & Insurance

• Assist in the preparation of state, federal, and international tax applications, invoices, and supporting documentation.
• Track and organize all touring tax documents and assist with preparing annual summaries for tax filings.
• Support the Account Manager with servicing client insurance needs, obtaining competitive quotes, and coordinating the binding of approved commercial policies on both an annual and per-tour basis.
• Assist with tracking policy renewals, declarations, and compliance requirements, including event and hire notifications and any additional provisions required by insurers.
• Coordinate with insurance providers and internal departments to ensure coverage aligns with client and tour needs.

Interdepartmental Collaboration

• Coordinate between departments to align on client priorities and deliverables.
• Partner with Client Services on budgets, crew payments, payables/receivables, insurance, and accounting reconciliations.
• Coordinate with the Tax Department for tax preparation and notice resolution.
• Partner with Payroll Department on crew payments and workers compensation audits.

Administrative & Operational Responsibilities

Administrative Support

• Draft and prepare correspondence, reports, and documentation for Account Manager review.
• Maintain systems, databases, and records, ensuring all information is accurate, secure, and up to date.
• Assist with standardizing templates, forms, and reports, ensuring consistency across client files.
• Support onboarding and offboarding of clients, vendors, and staff by preparing documentation and updating records.
• Manage administrative tasks such as scheduling, filing, scanning, and tracking departmental deadlines.
• Ensure compliance with confidentiality standards and company administrative procedures.

Operational Support

• Assist Account Managers in tracking task assignments, workload prioritization, and monitoring progress across the team's deliverables.
• Participate in team and one-on-one meetings by preparing agendas, documenting notes, and tracking action items.
• Monitor deadlines and deliverables, flagging issues and ensuring timely completion of tasks.

Core Employee Responsibilities

Professionalism & Accountability

• Take ownership of responsibilities, modeling accountability, reliability, and high standards of quality.
• Demonstrate responsiveness, accuracy, and discretion in client and team interactions.
• Maintain strict confidentiality of sensitive client and company information.
• Uphold compliance with internal policies, industry standards, and regulatory requirements.
• Contribute to a culture of professionalism, integrity, and collaboration.
• Promote company values and model behaviors that contribute to a respectful, inclusive, and growth-oriented workplace.

Growth & Collaboration

• Collaborate with colleagues by sharing knowledge, supporting peers, and stepping in as needed to meet deadlines, resolve issues, or advance projects.
• Take initiative to enhance personal skills, knowledge, and performance through ongoing learning.
• Support onboarding and training of new employees, reinforcing best practices and company standards.
• Contribute to initiatives to improve team efficiency, standardization, and operational processes.

This job description is not intended to be an exhaustive list of all duties and responsibilities associated with the position. These may evolve or change over time, with prior notice, when possible, though flexibility is required as business needs dictate.

Compensation

What we offer

• Competitive Salary commensurate with candidate experience and qualifications

Benefits

• Paid Time Off: A robust PTO policy & annual holiday schedule
• Health Insurance: Health, Dental & Vision
• Retirement: 401k plan (with annual company contribution)
• Life Insurance: Complimentary basic life coverage
• Flexibility: Hybrid work
• Environment: Casual attire, fun colleagues, office snacks, company sponsored events, team building

Schedule

This position is a full-time, overtime exempt position and requires candidates to be onsite at our Nashville office location from the hours of 8:00am - 4:30pm CST. This position will be considered for hybrid (WFH) following 90-day period.

Our Values

We cultivate an inclusive culture grounded in respect, integrity, and kindness - where every team member is empowered to share their unique perspective and contribute their strengths toward our shared success. United by a culture of trust, open communication, and a commitment to growth, we strive to consistently deliver exceptional quality, value, and service to our clients.

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Level Group is an equal opportunity employer. All employment opportunities for job applicants are made without regard to race, color, creed, religion, gender, gender identity or expression, sexual orientation, age, disability, or any other protected status covered by federal, state or local regulations.