Marketing & Music Coordinator

LW Entertainment (LWE) is an entertainment company with musical theatre at its heart.

Founded in 1977, we exist to represent, manage, and licence the work of the most commercially successful composer of all time, Andrew Lloyd Webber. We oversee the portfolio of brands under Andrew Lloyd Webber (ALW) Musicals and collaborate with best-in-class partners to extend into traditional and non-traditional entertainment mediums, reaching existing and new audiences all around the world.

The Marketing & Music Coordinator will work across two departments – the Music Department and the Brand & Franchise Department – providing operational and administrative support to the Director of Music and the Brand & Franchise Development Director, as well as broader administrative support to their wider team. This role plays a key part in ensuring the smooth running of the Directors’ professional responsibilities, while also contributing to the day-to-day operations and campaigns managed by both teams. From diary management and coordinating travel, to supporting marketing initiatives and maintaining catalogues, this is a varied and fast-paced role that offers a blend of high-level administrative support and hands-on team coordination. It is ideally suited to someone with exceptional organisational skills, strong communication abilities, and a passion for music, theatre, and brand storytelling.

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MAIN RESPONSIBILITIES

Support to the Brand & Franchise Development Director and the Director of Music:

· Provide a high level of diary management, coordinating complex calendars and meetings, both internally and externally

· Manage agendas, circulate materials and track actions to ensure follow-through on key priorities;

· Organise domestic and international travel, including itineraries, logistics and entry and visa requirements;

· Where required, dealing with highly confidential information and acting with the utmost discretion;

· Anticipate and manage rapidly changing priorities and schedules in a timely and professional manner;

· Manage expenses, invoices and receipts, uploading for finance in a timely manner;

· Assist with personal requests as required;

· Meeting writing / agendas;

· Support the timely preparation of information and supporting materials for the quarterly board pack;

· Provide detailed handover during periods of annual leave.

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Brand & Franchise Team Coordination:

· Provide some entry-level campaign and project support, which may include copy writing and checking, coordination and preparation of assets and materials, contributing to brainstorms;

· Entry-level social media support; monitoring, scheduling and assisting with content across owned platforms, and campaigns where required, including brainstorms.

· Provide administrative support on the updating and distribution of brand decks and marketing materials, ensuring dates and details are regularly updated in a timely manner;

· Manage the Brand & Franchise team ‘One Plan’ and the weekly coordination and updating of information in the document, to support weekly meetings;

· Develop a deep understanding of key projects and priorities as they relate to the business, the Brand & Franchise team, and the Director specifically, to enable fast processing and communication of information;

· Assist with asset management and filing of key materials on SharePoint and the general upkeep and organisation of documents within the Brand & Franchise folder, and sub-folders;

· Support the timely preparation of information and supporting materials for weekly internal and external meetings;

· Assist with the creation of agendas, meeting notes and distribution of actions as required;

· Support where may be required with the organisation and coordination of photoshoots, filming and events, working with internal stakeholders and third parties;

· Carry out any other administrative duties that may be reasonably required to support the Brand & Franchise team.

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Music Team Coordination:

· Provide support to the Director of Music where required with projects (including the provision of electronic/physical materials for all current and developing productions and ensuring that music and script data for all current productions is up to date and backed up) under instruction from the Music Operations Manager;

· Providing high level inbox management and support to the Director of Music; assisting them in prioritising and responding to emails as appropriate and with complete confidentiality.

· Document management and filing in relation to scripts, scores, contracts and correspondence – both in hard copy and digital formats, including copying/scanning/binding etc.;

· Arranging and minuting department meetings;

· Domestic and international travel itineraries; including logistics and visa requirements for the music department;

· Updating the Music Production calendar accordingly to reflect overall Production calendar;

· Under instruction from the Director of Music or Music Operations Manager, receive and log all internal and third-party service requests to the Music Department, tracking them to completion and reporting status to the Production Department;

· Provide music materials (electronic or physical) to the LWE production team, licensing departments and others where required in relation to first class, second class and stock and amateur customers. Provisions include downloads, sheet music and audio as appropriate, ensuring adequate availability of all such items;

· Coordinating with freelance copyists and orchestrators as instructed by Director of Music, Musical Director or Music Operations Manager;

· Providing and replenishing stationary and supplies for the department generally and for rehearsals and recording sessions;

· Printing physical copies of scores and physical taping of parts and ensuring delivery to the relevant location;

· Supporting upkeep of the digital and physical music catalogue library, ensuring accurate content, safe storage of hard copy documents, digital back up and timely addition of new material;

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PERSON SPECIFICATION

Essential:

· Ability to produce high quality work with accuracy and attention to detail;

· Ability to think ahead and demonstrate proactivity;

· High standard of written English;

· A fast and willing learner;

· Familiar with Microsoft Office;

· Professional telephone manner and excellent communication skills;

· A flexible “can do”, patient and calm attitude – especially under pressure;

· Highly organised and adaptable, able to manage shifting priorities and cope with last-minute changes;

· Able to work alone and as part of a highly collaborative team;

· Able to maintain complete confidentiality and work with the utmost discretion and integrity;

· An ability to build rapport quickly and communicate across all levels of management;

· Ability to grasp new systems and technology.

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Desirable:

· Understanding of music, musical organisations and ability to read music;

· Familiarity with the Andrew Lloyd Webber repertoire;

· Knowledge of social media channels and interest in trends and updates;

· Knowledge of content management systems, e.g. Wordpress;

· Interest in Theatre and the Arts.