This position will assist the SVP of Commercial Revenue. As an Administrative Assistant at Warner Records, you will have a front-row seat to the inner workings of a major record label. This is a fantastic opportunity for a professional who has a results-driven, proactive, entrepreneurial, and problem-solving approach.
You will support and work alongside a motivated, experienced, and incredibly busy pair of executives in our DTLA headquarters. If you enjoy working in a fast-paced environment and can easily prioritize a multitude of competing demands, this role is for you.
Here you’ll get to:
• Manage phones and maintain calendar for appointments, calls, meetings, VIP visitors, key projects, and travel
• Arrange conference calls, in-person meetings, and offsite meetings including setting up dial-ins, booking conference rooms, coordinating attendance, ordering supplies/food, and interfacing with the A/V team
• Submit, track, and submit timesheets and expense reports in a timely manner
• Coordinate travel arrangements and travel itinerary, including booking flights and hotels
• Attend calls and meetings, as requested, providing detailed and accurate recaps of the discussion with follow-up steps
• Maintain project and staff roster documents
• Order office supplies, merchandise, promo, and other goods
• Print, scan, photocopy, and format documents as needed
• Collect shipment information, put packages together, and deliver to mail room
• Maintain and update department time off tracker (sick, personal, and vacation days)
• Rally internal assets of the company (IT, Office Services, etc.) as needed
• Weekly set up of team meetings including arranging seating to accommodate large group, gathering and setting up audio/visual companions, etc.
• Closely work and communicate with various internal departments to answer questions, broker solutions, handle requests, and disseminate information
• Draft weekly updates, reports, and summary sheets for campaigns as needed using our internal suite of tools
• Daily maintenance of invoice processing including vendor set up in SAP, working with Business Affairs to determine recoupability for each project, coding in Ariba, submitting to accounts payable, and liaising with necessary parties to ensure all invoices are paid in a timely manner
• Submit and manage requests to other departments using JIRA, email, and other tools
• Create and track SmartURLs as needed (for releases, ticket sales, streams, etc)
• Locate, curate, edit, and maintain digital libraries/databases including Sales CMS, digital marketing asset library
• Collect songs for and update playlists on Spotify, Apple Music, etc.
• Maintain invites & RSVP’s for artist showcases & events
• Create tour dates for artist websites and social media
• Work with Operations & Production team on new release scheduling and ensure content is delivered to all partners on schedule; rectify any issues that exist
• Work with accounts on delivering assets needed to market a title (i.e. cover art, pricing)
• Keep team informed of all new release activity as it pertains to street dates, projections, & discounting.
• Create one sheets for all products in special programs, such as Black Friday, Start Your Ear Off Right, Record Store Day, etc.
• Create Keynote, PowerPoint, and account presentation materials as needed
• Maintain executive documents including IO grid, ships and scans report, soundscan information, and venue scans
• Maintain and organize monthly tour grid, collecting and submitting ticket requests for the departments
• Pull sales numbers as needed from Soundscan, Sales Inquiry, World Wide Sales, and Tableau
• Develop presentation decks for global conferences and quarterly open forums
• Research influencers, new blogs, and other partnership opportunities
• Stay up to date on new social and digital technology in the marketplace
About you:
• Comprehensive experience with PC and Mac platforms
• Excellent written and verbal communication skills
• Working knowledge of and passion for social media, music streaming, and digital platforms
• Excellent project management skills with the ability to prioritize and manage multiple projects at once
• Ability to multi-task and work effectively in high pressure environment.
• Effective online research methods
• Confidence, trustworthiness, and outstanding problem solving skills
• Extremely organized and detail-oriented, have the ability to prioritize multiple tasks, meet strict deadlines, and possess a proactive style that anticipates problems before they arise
• Strong follow-up and follow-through
• Creative self-starter with outstanding people skills
• Possess a desire to learn more, to ask questions, and to grow with an outstanding team
We’d love it if you also had:
• Bachelor’s Degree
• 0-2 years of experience working as executive assistant
• Experience with Google Workspace
• Experience in Digital Marketing or Music Business a plus
Apply via LinkedIn
