Administrative Assistant

  • Sony/ATV Music Publishing
  • Los Angeles, CA, USA
  • Oct 13, 2020
Full time Admin

Job Description

Job Purpose: Under the direction of three senior executives, the Administrative Assistant will maximize effectiveness and efficiency by providing general administrative assistance and support.

Responsibilities:

  • Administration:

    • Perform general administrative activities including screening calls as the first point of contact, direct inquiries and determine proper course of action, correspond with external songwriters, clients, business partners, create playlists, etc.

    • Documentation: File and route internal documents, as required; oversee and supervise contract executions, notarizations, and related matters

    • Research: Conduct various research projects, as required

    • Build a strong and cohesive partnership with other Admins and EAs, both domestically and internationally in NY, LA, Miami, Nashville, and the UK

    • Proactively anticipate needs of direct supervisors and regularly meet with direct supervisors in order to proactively engage on support needed

    • Make recommendations related to scheduling, communication, travel and processes

  • Calendar and Scheduling:

    • Own and proactively manage an ever-changing calendar of internal and external meetings with attention to accuracy, detail (including time zones) and allocation of time and resources to promote productivity and successful execution of the senior executives

    • Proactively reprioritize, as appropriate, if business initiatives change and make recommendations as needed

    • Display a strong sense of urgency and high level of responsiveness as you manage calls from publishers, songwriters, business partners and other clients  

    • Schedule meetings and conference rooms, and create meeting agendas as needed

    • Update and maintain contacts

    • Finger on the pulse of trendy restaurants in order to book restaurant reservations, private meetings, events and more. 

  • Confidentiality and Discretion: Handle all information with the utmost discretion, integrity and confidentiality including documents, meetings, travel, phone calls, emails, etc.

  • Travel: work closely with a travel agent to provide a seamless travel experience for complex and detailed travel plans and itineraries, including flights, hotel accommodations, car service and more in accordance with company policy and compile travel documents for expense reimbursement. 

  • Expenses: Manage, process and track expense reports in a timely fashion and in accordance with the Sony/ATV T&E policy

  • Ad hoc projects as needed

    • Culver City

Sony/ATV Music Publishing is the leading global music publisher, which is home to world-class songwriters, legendary catalogues, and industry-leading synchronization licensing and production music businesses. With an international network of 38 offices, Sony/ATV represents many of the most iconic songs ever written by celebrated songwriters such as The Beatles, Bob Dylan, Aretha Franklin, Marvin Gaye, Michael Jackson, Carole King, Queen and The Rolling Stones, as well as contemporary superstars including Beyoncé, Ed Sheeran, Pharrell Williams, Lady Gaga, Kanye West, P!nk, and Sam Smith. To learn more: https://www.sonyatv.com/en.

 

 

Job Purpose: Under the direction of three senior executives, the Administrative Assistant will maximize effectiveness and efficiency by providing general administrative assistance and support.

 

Responsibilities:

  • Administration:

    • Perform general administrative activities including screening calls as the first point of contact, direct inquiries and determine proper course of action, correspond with external songwriters, clients, business partners, create playlists, etc.

    • Documentation: File and route internal documents, as required; oversee and supervise contract executions, notarizations, and related matters

    • Research: Conduct various research projects, as required

    • Build a strong and cohesive partnership with other Admins and EAs, both domestically and internationally in NY, LA, Miami, Nashville, and the UK

    • Proactively anticipate needs of direct supervisors and regularly meet with direct supervisors in order to proactively engage on support needed

    • Make recommendations related to scheduling, communication, travel and processes

  • Calendar and Scheduling:

    • Own and proactively manage an ever-changing calendar of internal and external meetings with attention to accuracy, detail (including time zones) and allocation of time and resources to promote productivity and successful execution of the senior executives

    • Proactively reprioritize, as appropriate, if business initiatives change and make recommendations as needed

    • Display a strong sense of urgency and high level of responsiveness as you manage calls from publishers, songwriters, business partners and other clients  

    • Schedule meetings and conference rooms, and create meeting agendas as needed

    • Update and maintain contacts

    • Finger on the pulse of trendy restaurants in order to book restaurant reservations, private meetings, events and more. 

  • Confidentiality and Discretion: Handle all information with the utmost discretion, integrity and confidentiality including documents, meetings, travel, phone calls, emails, etc.

  • Travel: work closely with a travel agent to provide a seamless travel experience for complex and detailed travel plans and itineraries, including flights, hotel accommodations, car service and more in accordance with company policy and compile travel documents for expense reimbursement. 

  • Expenses: Manage, process and track expense reports in a timely fashion and in accordance with the Sony/ATV T&E policy

  • Ad hoc projects as needed

     

Required Skills/Competencies:

  • Must be aligned with Sony’s Purpose and Values

  • Ability to maintain confidentiality and discretion in all matters

  • Demonstrated ability to deliver consistently high quality and professional customer service to both internal and external customers

  • Ability to ability to work independently and without follow-up, while also being a team player who can build solid, collaborative relationships

  • Proactively engage in managing the daily activities of the office, with a strong sense of urgency and highest level of professionalism

  • Ability to work in a fast-paced environment

  • Highly organized, demonstrating care and attention to detail

  • Exceptional written, verbal and listening communication skills

  • Innovative Thinker

Experience:

  • 2 years’ experience in a position that requires exceptional time management skills; ability to prioritize and multi-task;

  • Strong computer skills including MS Office (Word, Excel & Outlook) and proven internet capabilities. Skilled with Office 365 Task Management Tools.

  • Music business experience preferred, but not required

  • Experience working with important documents or legal agreements, preferred

Work Requirements:

  • Must be authorized to work in the United States

  • Required to work standard 7.5-hour business day, plus considerable overtime, including late evenings, weekends and holidays, as needed

 

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