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Administrative Assistant

Datrose • Santa Monica, CA • 2h ago

Job Description

Job ID#:

26921

Job Category:

Administrative/Clerical

Position Type:

Contract/W-2

Duration:

1 month

Administrative Assistant

Location:New York, NY

Pay Rate:Up to $28.00 per hour

Experience Required:1-2 years of Administrative Assistant experience

Industry Preference:Music, Entertainment, Media, or Related Industry Experience Strongly Preferred

Position Overview

We are seeking a highly organized, proactive, and adaptable Administrative Assistant to provide direct support to an Executive Assistant within a fast-paced music and entertainment environment. This role requires exceptional organizational skills, attention to detail, strong communication abilities, and the interpersonal awareness to effectively "read the room" and adjust communication style appropriately in professional and creative settings.

The ideal candidate will thrive in a dynamic atmosphere, demonstrate sound judgment, manage multiple priorities simultaneously, and maintain confidentiality while supporting high-level executives, artists, and department initiatives.

Key ResponsibilitiesAdministrative Support

Serve as the primary support resource for the Executive Assistant.

Receive, screen, and direct incoming calls and communications.

Maintain and update executive calendars, scheduling meetings, appointments, and events.

Coordinate domestic and international travel arrangements, ensuring all travel details, confirmations, itineraries, and supporting documentation are prepared and organized prior to departure.

Ensure all travel-related information is accurately reflected in executive calendars.

Organize, prepare, and submit expense reports in a timely manner.

Financial & Budget Administration

Manage and monitor quarterly departmental budgets.

Process invoices and vendor payments while ensuring accurate recordkeeping.

Assist with vendor setup and maintenance.

Track expenditures and support budget reconciliation activities.

Artist & Media Relations Support

Coordinate and connect artist phone interviews with media outlets.

Assist in the preparation and organization of press materials, including:

Artist biographies

Press reports

Press kits

Media alerts

Press releases

Event and show invitations

Press photography

Promotional artwork

Organize and manage Republic Grammy submission materials, including preparing and distributing recommendation documents to artist teams.

Calendar & Document Management

Maintain departmental calendars and documentation, including:

Media events

Television schedules

Dark dates

Promotional activities

Organize and maintain departmental files and records for easy retrieval.

Research & Communications

Research artist media coverage and press opportunities.

Compile, organize, and distribute company-wide media alerts highlighting artist press coverage and accomplishments.

Maintain and regularly update media contact databases and distribution lists.

Assist with regional media outreach for artists on tour when directed.

Event & Guest List Coordination

Compile, organize, and oversee guest lists for concerts, showcases, promotional events, and industry functions.

Support event planning and coordination efforts as needed.

QualificationsRequired

1-2 years of Administrative Assistant or related administrative support experience.

Excellent organizational and time-management skills.

Strong verbal and written communication abilities.

Proficiency with Microsoft Office Suite, Outlook, Excel, Word, and calendar management systems.

Ability to handle confidential information with discretion.

Exceptional attention to detail and follow-through.

Ability to manage multiple priorities in a fast-paced environment.

Preferred

Previous experience in the music, entertainment, media, or public relations industries.

Familiarity with artist relations, media outreach, publicity, or event coordination.

Experience supporting executives or executive-level administrative staff.

Key Competencies

Professional judgment and discretion

Adaptability and flexibility

Strong interpersonal skills

Ability to "read the room" and adjust communication style appropriately

Problem-solving and critical thinking

Collaboration and teamwork

Initiative and accountability

Customer service mindset

Work Environment

This position operates in a fast-paced entertainment industry setting requiring flexibility, professionalism, and the ability to effectively support both administrative and creative business functions. The successful candidate will be comfortable interacting with executives, artists, media professionals, and internal stakeholders while maintaining a high level of organization and professionalism.

Datrose is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, pregnancy, status as a parent, age, protected veteran status, family medical history or genetic information, political affiliation, status as a qualified individual with disability, or other non-merit-based factors.

Authorization to work in the U.S. is a precondition of employment. Datrose does not sponsor employment visas.

IND-1

Job Requirements

Minimum Security Clearance:

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