Administrative Assistant (US, only: CA, NY, DC)

Tech Providers

Santa Monica, CA

Role: Administrative Assistant
Duration: Short Term Contract
Location: Santa Monica, CA (Onsite)

Preferred Qualifications:

1-2 years of Administrative Assistant experience
Music, media, entertainment, or related industry experience strongly preferred
Excellent organizational, communication, and multitasking skills
Strong interpersonal awareness with the ability to "read the room" and adapt communication style appropriately-knowing when to be professional and when a more relaxed approach is suitable
High attention to detail and ability to manage multiple priorities simultaneously

Key Responsibilities:

Receive, screen, and route incoming calls
Maintain and update calendars, schedules, and appointments
Coordinate domestic and international travel arrangements, ensuring complete travel folders with confirmations, itineraries, and calendar updates are prepared prior to departure
Organize and submit expense reports for management
Manage departmental quarterly budgets, process invoices, and assist with vendor setup
Coordinate artist phone interviews and media engagements
Organize and manage Grammy submission materials, including documentation sent to artist teams with submission recommendations
Assist in creating and organizing press materials, including artist bios, press reports, press kits, media alerts, press releases, event invitations, press photos, and artwork
Maintain departmental calendars and documentation, including media events, television schedules, and artist dark dates
Research, organize, and distribute media alerts highlighting artist press coverage
Update and maintain media contact databases
Compile and manage guest lists for concerts, showcases, and industry events
Support regional media pitching efforts for touring artists as directed

Apply

Vacancy posted 1 day ago

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