Booking Assistant
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ROLE OVERVIEW The Booking Assistant will support the daily workflow of one of the agency's Directors, helping keep follow-ups, schedules, admin tasks, meetings, appointments and booking-related information organised and up to date.
The role requires someone reliable, discreet, efficient and able to stay on top of details while working with changing priorities, different time zones and a busy international schedule.
KEY RESPONSIBILITIES Managing booking-related follow-ups with clients, agents, promoters and internal team members.
Keeping track of outstanding conversations, pending replies and next steps.
Updating and maintaining Campaign Monitor.
Managing calendars, including calls, meetings, appointments, reminders and deadlines.
Tracking personal appointments and recurring admin where needed.
Assisting with personal and business travel arrangements, including travel insurance and other logistics.
Supporting industry event schedules.
Assisting with insurance-related admin and renewals where required.
Keeping trackers, notes, documents and admin systems organised.
Flagging urgent or sensitive matters to the relevant person.
Supporting with general day-to-day admin connected to the Director's workflow.
WHAT WE'RE LOOKING FOR The ideal candidate will be: Highly organised and detail-oriented.
Proactive and able to follow up consistently.
Confident with emails, calendars, spreadsheets and admin systems.
Able to manage multiple small tasks at once.
Comfortable working in a fast-paced environment.
Discreet, professional and trustworthy.
A strong written and verbal communicator.
Able to prioritise and flag urgent matters clearly.
Interested in music, events, bookings or artist management.
Fluent in English, both written and spoken.
NICE TO HAVE Previous experience in music, events, bookings, artist management, hospitality, travel coordination or admin support.
Experience with Campaign Monitor or similar CRM/email marketing tools.
Experience managing calendars, travel bookings or executive support tasks.
Strong understanding of confidentiality and working directly with senior management.
REPORTING & SUPERVISION The Booking Assistant will work closely with senior management and will receive day-to-day guidance from the internal team to ensure all follow-ups, schedules, admin tasks and booking-related processes are handled consistently.
The role requires someone who can take direction, follow internal processes carefully, and communicate clearly when something is urgent, sensitive or requires escalation.
IMPORTANT This role is focused on supporting the day-to-day workflow of one of the agency's Directors.
It is not a booking agent role and does not involve final decision-making on bookings, contracts, payments or negotiations.
DETAILS Role: Booking Assistant Company: Koolwaters Agency Location: Almancil, Portugal Working Hours: Full-time, Monday to Friday, 8:30am to 5:00pm.
Weekends off.
Start Date: As soon as possible.
Travel: Occasional travel may be required depending on business needs.
Any travel requirements will be communicated in advance.
To apply, please send your CV and a short introduction to both and with the subject line: Booking Assistant Application
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