Executive Administrative Assistant

BLUE NOTE ENTERTAINMENT GROUP | NEW YORK CITY

Full-Time • In-Person 

Location: New York City (fully in person) | Schedule: Full-time | Assignment: Initially temporary

Compensation: Commensurate with experience

THE OPPORTUNITY

We are seeking an exceptional Executive Assistant to work directly with company ownership. This is a dynamic, hands-on role for a highly organized, resourceful individual who thrives in a fast-paced, entrepreneurial environment. We need a trusted right hand who anticipates needs, exercises good judgment, manages competing priorities, and follows through without constant supervision. The position provides exposure to venue operations, concert production, hospitality, business development, and new venue projects.

KEY RESPONSIBILITIES

EXECUTIVE & ADMINISTRATIVE SUPPORT

• Manage complex executive calendars across venues, businesses, and time zones; coordinate meetings, reminders, and travel.
• Draft and edit emails, memos, presentations, reports, and communications on behalf of ownership.
• Act as a central point of contact for executives, employees, clients, vendors, and outside partners.
• Maintain organized records, track commitments and deadlines, and proactively follow up on outstanding matters.

PROJECT MANAGEMENT & OPERATIONS

• Support ownership on special projects, new venue development, and business expansion initiatives.
• Coordinate across departments to track assignments, resolve bottlenecks, and move projects forward.
• Assist with concerts and event logistics at company-operated and outside venues.
• Research vendors and solutions; improve systems and everyday administrative processes.

FINANCIAL & CREATIVE SUPPORT

• Assist with basic bookkeeping, invoices, expenses, and financial documentation, coordinating with the accounting team as needed.
• Collaborate with internal staff and external partners on marketing, branding, and creative projects.

QUALIFICATIONS

• Prior experience supporting senior executives as an Executive Assistant, Personal Assistant, or in a similar role.
• Exceptional organization, prioritization, written communication, and attention to detail.
• Proactive, accountable, discreet, and able to exercise sound independent judgment.
• Strong Microsoft Office skills, including Outlook, Word, and Excel; familiarity with QuickBooks.
• Comfortable adapting quickly, handling confidential information, and coordinating with diverse stakeholders.
• Entertainment, hospitality, or events industry experience is a plus, not a requirement.

WHO WILL SUCCEED

Someone who sees what needs to be done and takes ownership of getting it done. You can shift from scheduling to following up with department heads to researching solutions, always staying calm, professional, and focused on results.

ABOUT BLUE NOTE ENTERTAINMENT GROUP

Blue Note Entertainment Group is one of New York City’s leading independent live entertainment companies, operating an internationally recognized portfolio of music venues and producing hundreds of concerts and live events annually. Our venues include the iconic Blue Note Jazz Club in New York City, Sony Hall, Arthur’s Tavern, and the Howard Theatre in Washington, D.C., along with Blue Note locations and partnerships around the world.