Administrative Assistant

Datrose Inc • Santa Monica, CA • 1h ago

Administrative AssistantLocation: New York, NYPay Rate: Up to $28.00 per hourExperience Required: 12 years of Administrative Assistant experienceIndustry Preference: Music, Entertainment, Media, or Related Industry Experience Strongly Preferred## Position OverviewWe 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 Responsibilities### Administrative 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:o Artist biographieso Press reportso Press kitso Media alertso Press releaseso Event and show invitationso Press photographyo 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:o Media eventso Television scheduleso Dark dateso 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. ## Qualifications### Required 12 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.

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