ADMINISTRATIVE ASSISTANT

Job Description

Job Description

JOB SUMMARY: The Brand Management Assistant provides administrative, organizational, and day-to-day account support to Brand Management leadership, primarily supporting the VP Brand Management and Senior Brand Manager, with occasional office tasks and administrative support to the COO and CEO. This role is responsible for keeping day-to-day activity organized and moving efficiently through strong follow-up, approval tracking, meeting and travel coordination, and administrative support. The ideal candidate is highly organized, proactive, detail-oriented, and able to manage multiple priorities in a fast-paced environment. A high level of professionalism, discretion, responsiveness, and sound judgment is essential when interacting with senior leadership, artist management, clients, and internal teams. This is a full-time, in-office position based in West Hollywood, Monday through Friday, 9:00 AM–6:00 PM. Regular and reliable in-office attendance is required. ESSENTIAL DUTIES Executive & Administrative Support Manage calendars and coordinate internal and external meetings for Brand Management leadership Coordinate business travel, including flights, hotels, transportation, itineraries, and travel changes Assist with expense reports and other office tasks and administrative support as needed Attend designated meetings, take notes, distribute recaps/action items, and track follow-ups Prepare and organize meeting materials, decks, and documents as needed Coordinate meeting logistics, including conference rooms, catering, visitors, and parking Coordinate product and sample shipments, including labels, couriers, and tracking Maintain ticket requests and guest lists and add applicable shows and events to leadership calendars Provide occasional office and administrative support to the COO & CEO as requested Manage competing priorities using a daily/weekly priority tracking system that lists requests from the VP/Senior Brand Manager, executive leadership (CEO/COO), and cross-departmental teams. Brand Management & Account Support Track email follow-ups and outstanding items to ensure timely completion Record client and management approvals in Asana and route approved roughs and assets to the appropriate teams Prepare and manage artist approval decks according to each artist team’s preferred format and process Track approved designs and their use across E-Commerce, Tour, Retail, Licensing, and other channels Serve as an administrative point of contact when Brand Management leadership is traveling or out of office, keeping routine matters moving and escalating items requiring leadership attention Proof creative materials for spelling, product information, tour dates/datebacks, and maintain accurate tour diaries JOB QUALIFICATIONS & SKILLS Bachelor’s degree in Business, Marketing, Communications, Music Business, or related field preferred 2 years of administrative, coordinator, or related experience in music, entertainment, merchandising, marketing, or another fast-paced environment preferred Interest in music, entertainment, merchandising, E-Commerce, Retail, Licensing, and/or artist management Exceptional organization, attention to detail, and follow-through High level of professionalism, discretion, responsiveness, and sound judgment Strong written and verbal communication skills Ability to manage multiple priorities and adapt quickly as business needs change Strong proofreading skills and ability to accurately track details, approvals, and deadlines Proactive approach with the ability to anticipate needs and identify outstanding items Ability to communicate professionally with senior leadership, clients, artist management, and internal teams Proficiency in Microsoft Office Suite and ability to quickly learn Asana and other project-management platforms Ability to work independently while understanding when an item requires escalation PHYSICAL REQUIREMENTS Ability to sit, stand, and move around the office environment for extended periods. Ability to use a computer keyboard and mouse up to 80% of the workday. Ability to reach with hands and arms to access files, equipment, and workstations. Ability to view and assess visual materials on digital screens and printed materials Ability to lift and/or move up to 25 pounds (for sample management and occasional inventory handling) Ability to communicate effectively in person and via phone/video conferencing Manual dexterity to operate office equipment, including computers, phones, scanners, and presentation tools

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position. This job description is not intended to be all-inclusive. Job duties and responsibilities may be added to, modified, or changed at any time with or without notice at the discretion of management. Global Merchandising Services Inc. is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, protected veteran status, or any other basis protected by applicable law, and will not be discriminated against based on disability. EOE/AA M/F/D/V.