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

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