Executive Assistant

Job Description

Job Description

We are looking for an Executive Assistant to provide high-level support to senior leadership in a fast-paced environment. This long-term contract position is ideal for a highly organized, detail-oriented individual who can manage competing priorities, safeguard sensitive information, and keep executive operations running efficiently. The role will partner closely with internal teams and external stakeholders while helping drive meeting readiness, project follow-through, and seamless travel and event coordination.

Responsibilities:
• Oversee the President’s schedule by organizing appointments, prioritizing requests, and coordinating meetings, calls, and travel plans.
• Prepare business materials such as correspondence, presentations, reports, agendas, and meeting documents for executive review and use.
• Coordinate internal and external meetings, conferences, and events, including logistics, note-taking, and follow-up on key action items.
• Support communication across departments by helping align cross-functional teams, monitoring project activity, and keeping stakeholders informed.
• Track important initiatives, deadlines, and deliverables, ensuring updates are accurately maintained in relevant databases and progress is monitored.
• Arrange domestic and international travel, including itineraries, travel documentation, schedules, and communication with involved teams.
• Process and manage expense reporting for the President and the A& R department with accuracy and timeliness.
• Serve as a liaison for A& R activities by attending recurring meetings, monitoring artist project progress, and tracking budgets, paperwork, recording milestones, and creative deliverables.
• Partner with A& R and production contacts to help keep artist-related timelines on track, including credits, budgets, invoicing, and supporting documentation.
• Identify opportunities to improve administrative workflows and provide support on special assignments and high-priority projects as needed.• At least 3 years of administrative experience supporting a senior executive at the VP level or above.
• Demonstrated ability to exercise sound judgment, maintain confidentiality, and independently handle sensitive business matters.
• Strong organizational skills with the ability to establish priorities, manage multiple tasks, and create effective administrative processes.
• Proven ability to anticipate needs, solve problems proactively, and take action with limited direction.
• Strong communication skills and the confidence to work effectively with employees and partners at all levels.
• Proficiency with Google Workspace, Microsoft Teams, Zoom, PowerPoint, Dropbox, Box, and Adobe Acrobat or related office tools.
• High attention to detail, strong follow-through, and the flexibility to travel and work outside standard hours when needed.
• Must be based in the San Francisco Bay Area or willing to relocate.