Assistant Account Manager (Client Services - Level Group) (2309)

Summary

The Assistant Account Manager supports the Account Manager and client service team by helping ensure that clients’ financial, administrative, and business management needs are handled accurately, efficiently, and with discretion. This role combines client support, administrative management, and operational coordination to safeguard both personal and professional interests. The AAM assists with day-to-day client communications, financial tracking, and departmental workflows, while contributing to process improvements, and helping to maintain a high standard of team and client service.

Role Specific Responsibilities

Client Relationship & Business Management

• Communicate with clients, teams, vendors, and partners, ensuring timely and accurate responses.
• Coordinate scheduling, calls, and meetings; track client requests to ensure follow-through.
• Support ad hoc client needs by compiling reports, updates, and documentation.
• Assist with financial updates by gathering data on tour results, cash flow, and tax outcomes.
• Maintain organized records of contracts, insurance policies, compliance documents, and renewals.
• Support annual processes such as healthcare enrollment and business filings.
• Monitor deadlines and proactively flag upcoming client obligations.
• Share updates across departments to ensure integrated planning and accurate documentation.

Financial Management & Accounting

• Maintain organized and accurate bookkeeping records, reconciliations, and account workbooks for client entities.
• Assist in preparing and updating business and personal cash flow projections for Account Manager review.
• Track balances, reconcile accounts, and flag discrepancies or irregularities for resolution.
• Prepare documentation for annual filings, dues, and government requirements to support corporate compliance.
• Assist with gathering tax documents, preparing workpapers, and coordinating with the Tax Department for returns and filings.
• Support audits and ad hoc financial projects by compiling records, schedules, and required materials.

Banking & Payment Administration

• Prepare client payments including checks, wires, ACH transfers, and credit card transactions for Account Manager review and approval.
• Track accounts payable/receivable, vendor invoices, commissions, and disbursements, ensuring timely execution and accurate documentation.
• Monitor daily bank activity, balances, and deposits, flagging discrepancies or unusual transactions.
• Maintain updated banking details, credit card information, and secure records of account documentation.
• Assist in preparing invoices and compiling backup documentation to support payment approvals.
• Provide administrative support for banking communications, including liaising with vendors and financial institutions when requested.

Interdepartmental Collaboration

• Coordinate between departments to align client priorities and deliverables.
• Partner with the Tour Department on budgets, crew payments, payables/receivables, insurance, bookkeeping inquiries and reconciliations.
• Collaborate with Personal Services to support individual financial planning and related coordination.
• Work with the Royalties Department to monitor income, payouts, deal terms, and audits.
• Coordinate with the Tax Department for planning, preparation, filings, and notice resolution.
• Support the Payroll Department in managing crew and owner W-2s and related reporting.

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 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.

What we offer

Compensation

• 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.

Qualifications, Education & Experience

• Education: Bachelor's degree in music business, business administration, Management, Finance, or a related field.
• Work Experience: Experience in the entertainment industry or with accounting preferred.

Required Skills/Abilities

• Strong Communication Skills: Strong written and verbal communication skills, with ability to communicate effectively with a variety of clients, team members, and provide clear updates.
• Organizational Skills: Ability to manage multiple projects simultaneously, prioritize assignments, streamline workflows, track long-term and short-term tasks, and keep up with emerging needs.
• Financial Acumen: Understanding of accounting principles, budgeting, expense management, or financial reporting.
• Technical Proficiency: Familiarity with Microsoft 365 applications, especially excel, and project management tools. Knowledge of financial software such as QuickBooks would be a plus.