Call Sheet Coordinator for Growing Entertainment Company

The Call Sheet Coordinator Job Description

The Call Sheet Coordinator is an admin assistant role responsible for compiling and creating detailed music itineraries for events and weddings. This role involves gathering data from multiple sources, such as event planners’ itineraries, client song request form submissions, emails, and other communications, and ensuring all relevant information is accurately captured and organized.

A Call Sheet is a detailed music-focused schedule and itinerary for special events, outlining the specific times, locations, and responsibilities of all participants, including musicians, DJs, event planners, and other stakeholders. It ensures everyone involved knows their roles, timings, and any special instructions, helping the event run smoothly and efficiently.

Key Responsibilities:
+ Data Gathering and Consolidation: Collect information from various sources, including event planners’ itineraries, client submissions, emails, and communications. Ensure all event details are accurately captured.
+ Compilation: Organize and compile the gathered data into a detailed call sheet.
+ Verification: Ensure all information is accurate and complete, verifying details with clients, event planners, and musicians as needed.
+ Schedule Coordination: Create detailed schedules and itineraries for events, outlining specific times, locations, and responsibilities for all participants.
+ Repertoire and Special Requests Management: Ensure all musical repertoire and special requests are clearly documented and communicated to the relevant performers and staff.
+ Logistics Coordination: Manage logistics details such as load-in and load-out procedures, parking, and case storage for events.
AV and Technical Details: Coordinate with AV (audiovisual) and technical teams to ensure all necessary equipment and setups are accounted for and documented.
+ Wardrobe and Appearance: Document and communicate dress codes and appearance standards for performers and staff.
+ Communication: Liaise with event planners, clients, and internal team members to gather missing information and clarify any ambiguities.
+ Distribution: Distribute finalized call sheets to relevant team members and stakeholders in a timely manner.

Tools:
This role primarily uses email and Google Docs for communication and documentation.

Desired Traits:
+ Highly organized and detail-oriented.
+ Excellent communication skills.
+ Proactive and able to work independently.
+ Strong time management skills.
+ **Familiarity with event planning and coordination is a plus.

Integrity, Commitment, and Desire to Learn:
+ Integrity: You are a good fit if you can be honest with your fellow team members. Open communication and honesty are paramount to myself and the team. If you aren’t able to hit a deadline or make a mistake, be upfront about it; we are all human after all.
+ Commitment: We are looking for someone who is looking for a long-term relationship with the expectations that this will become full-time. If you’re just looking for a few months of work, this is not for you.
+ Desire to Learn: We are a small team, but growing fast. We want people who are open to learning new skills and taking on new projects. If you’re not excited about improving your skills and trying other tasks outside of your usual responsibilities, this is not for you.

About St. Royal Entertainment:
St. Royal Entertainment is a premier live music service provider specializing in weddings, corporate events, and private parties across North America. Our team of talented musicians, DJs, and production experts deliver unforgettable experiences tailored to each client’s unique vision. Learn more about us at Click to view.

Interested candidates should send their resume and a cover letter and add the word 5StarCallSheets as the last word of your application