Administrative Assistant, Music Creative and Production,

Administrative Assistant, Music Production, 3005

We are committed to creating content that makes a lasting impression on audiences and expands expectations of what is possible in storytelling. We are paving the way for the bold future of animation by building a community of amazing artists and talent. We value integrity, excellence, respect, inclusion, and collaboration. We are looking for an Administrative Assistant with a passion for music and animation.

The Job

The Administrative Assistant role will support both an SVP as well as the VP the org. The Administrative Assistant will help facilitate and maintain their day-to-day schedules and office. The successful candidate will be instrumental in coordinating alignment between the team and cross-functional partners. This will require a candidate to be positive and calm under pressure while juggling multiple projects in a fast-paced environment. Additionally, this is an outward-facing role that will involve working with talent reps and executive offices to coordinate meetings and logistics. Being able to speak at a high level and having comfortability around speaking, presenting, and representing the team with proper social and professional etiquette and decorum is necessary. The candidate should be ready to build relationships early on, be nimble in their thinking and workflows, and have strong communication skills. Looking for someone organized, a self-starter with exceptional follow-through and attention to detail, easily able to pivot and adapt, and who enjoys working in a strong team environment.

Our team is focused on supporting a growing slate of animated features, where we strive to create a strong culture of collaboration, opportunity, and partnership. We provide premier music support to productions and cross-functional partners by guiding the music process from development to launch. The goal is to empower the studio to entertain the world by deepening fan engagement and amplifying storytelling through music. The team is responsible for supervising all aspects of music from development through launch, as well as soundtrack delivery.

Key Responsibilities

• Efficiency and thoughtfulness in management of calendars for both the SVP and VP, including booking and confirming large cross-functional meetings across multiple time zones
• Coordinating travel arrangements, both domestically and internationally
• Preparing and submitting senior-level executive expense reports
• Communicating and coordinating with both internal and external personnel associated with productions
• Assisting with the onboarding of new hires
• Maintaining studio Google Drive databases and files for internal and external production use
• Addressing facilities and tech requests made by productions
• Sending team task reminders, including populating agendas ahead of meetings
• Helping to moderate team meetings and keep things flowing and running smoothly
• Attending meetings to take and share meeting notes and to manage and follow up with action items
• Keeping slate trackers, team contact lists, and other team documents up to date
• Planning team and/or production events such as offsites and team events
• Brainstorming potential workflow efficiencies for the team
• Running point on studio initiatives as needed
• Creating and presenting team decks as necessary
• Supporting project management related to team organization
• Managing org charts
• Managing distribution lists (DLs)

Required Skills & Qualifications

• At least 3 years of experience as an administrative assistant or similar role
• Ability to prioritize a high volume of tasks and scheduling
• Team player within a fast-paced studio environment
• Proficiency in Google Workspace including Google Slides
• Ability to conduct music research
• Interest in and ability to operate within the team culture and champion it across the organization

Preferred Qualifications

• Previous film or music studio experience
• Music industry experience
• Experience navigating digital streaming platforms such as Spotify, Apple Music, or similar tools
• Creativity or graphic design experience related to presentation decks
• Familiarity with Airtable and Canva
• Passion for music and/or animation

Pay Rate Range $35-45/hr.