Administrative Assistant

Job Title : Administrative Assistant

Location : Santa Monica, CA 90404

Pay rate : $25.00 - $28.00/hr

Work schedule : Full-Time | Standard Business Hours, Monday through Friday.


Overview


There is an urgent need for an Administrative Assistant to provide direct, high-level operational support to an Executive Assistant managing senior corporate leaders and high-profile recording artists. Operating in a fast-paced, high-exposure music label environment, this position requires an individual who can seamlessly adapt to the setting. A premium is placed on situational awareness and the emotional intelligence to "read the room"-knowing precisely when to maintain a strict corporate professionalism and when to project a laid-back, creative-friendly demeanor. The role handles daily logistics, press asset coordination, expense tracking, and artist media relations.


Job Specifications



Key Responsibilities

• Executive & EA Support : Act as a strategic partner to the primary Executive Assistant, assisting with heavy call screening, message routing, and complex, shifting calendar updates.
• Travel Logistics & Itineraries : Coordinate comprehensive domestic and international travel accommodations. Prior to any scheduled departure, compile and deliver an organized physical or digital folder containing all travel confirmations, confirmation numbers, and itineraries, ensuring all details are perfectly mapped onto the manager's master calendar.
• Financial Administration & Budgeting : Organize, compile, and submit monthly manager expense reports. Assist in managing and overseeing department quarterly budgets, processing incoming vendor invoices, and setting up new suppliers within the corporate database.
• Artist Relations & Awards Coordination : Connect and facilitate scheduled artist phone interviews. Manage the organization of label Grammy submissions, including compiling and distributing formal document recommendations directly to artist management camps.
• Press & Media Asset Creation : Assist in the creation, layout, and organization of official press materials-including artist bios, press reports, digital press kits, media alerts, press releases, show invitations, promotional photos, and album artwork.
• Media Tracking & Document Control : Research, compile, and distribute company-wide media alerts and press clippings detailing active artist media coverage. Maintain internal department calendars tracking Media Events, Dark Dates, and TV schedules, while continuously updating corporate media contact lists.
• Event Logistics & Tour Support : Compile, organize, and oversee guest lists for promotional shows, showcase events, and concerts. Pitch regional media outlets for artists on tour under the direct instruction of department leadership.

Must Have Skills / Requirements

• Administrative Background : 1 to 2 years of professional administrative assistant experience in a fast-paced environment.
• Entertainment Savvy : Previous administrative experience operating within the music or entertainment industry is strongly preferred.
• Situational Awareness : A highly developed ability to read social and professional dynamics, balancing strict corporate professionalism with a laid-back, adaptive demeanor when interacting with creative talent and artists.
• Exceptional Organization : Meticulous approach to document management, itinerary building, and database maintenance, backed by strong written and verbal communication skills.
• Technical Literacy : Proficiency with standard office software platforms, shared team calendars, and digital folder management.

Education & Experience

• Experience : 1-2 years of corporate administrative support experience, ideally supporting talent or creative executives.
• Education : High School Diploma or equivalent required; a Bachelor's degree in Communications, Public Relations, or Music Business is a plus.

Term : Contract Assignment

Assignment Duration : 06/22/2026 to 07/23/2026 (Urgent coverage window)

Benefits (employee contribution):

• Health insurance
• Health savings account
• Dental insurance
• Vision insurance
• Flexible spending accounts
• Life insurance
• Retirement plan

All qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. Rate of pay within the stated range will depend on the qualification of the applicant.


We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records. For Los Angeles, CA applicants: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.