Administrative Assistant, Capitol Latin

This is a Full Time Job

• Serve as first point of contact for the Executive
• Protect and enhance the Executive’s image both internally and externally
• Facilitate two-way communication throughout the organization
• Maintain up-to-date awareness of the Executive’s obligations in order to proactively assist and/or anticipate needs
• Foresee and/or manage risk, conflicts, and problem areas
• Ensure that tools and reports are effective, provided on a timely basis, and subject to rigorous standards
• Facilitate upstreaming of information on all sales and marketplace activities internally and externally as requested
• Assist in delivery of the agreed sales and profit objectives and budget for the region
• Answer all incoming calls; take and log messages as needed; ensure that messages are accurate and delivered in a timely fashion
• Maintain appointment schedule; planning, updates, and notifications as necessary
• Arrange all travel plans, including heavy international travel
• Coordinate group travel and meetings
• Manage incoming mail and complete correspondence
• Process expense reports, ensuring compliance with company policy
• Process invoices for payment; resolve payment issues
• Create and maintain effective filing system, both online and in hard copy
• Maintain database of Executive contacts
• Coordinate and perform sales analysis as needed in support of functional goals and targets
• Prepare presentations in coordination with Executive
• Maintain commitment to continuous process improvement: efficiency, effectiveness, and currency
• Ensure departmental resources are aligned to achieve quality, efficiency, and timeliness of results in alignment with vision and goals of EMI
• Communicate effectively and efficiently within the department, within EMI, and to EMI business partners and customers
• Develop and maintain cooperative relationships with other functional areas of EMI


Requirements

Essential

• Bilingual English/Spanish required.
• Degree qualified or equivalent
• 3-5 years of administrative support experience
• High proficiency in Outlook and PowerPoint; proficiency in Word and Excel
• Demonstrated ability to operate in a fast-paced environment, responding to issues promptly with a strong orientation toward customer service
• Demonstrated ability to work independently and efficiently with minimal supervision, confidently handling new tasks as they arise
• Strong verbal and written communication skills; the ability to communicate effectively with all levels of employees, management, and customers; strong editorial/proofreading skills
• Strong interpersonal and teamwork skills, including adaptability, personal effectiveness, and the ability to establish quick rapport
• Strong organizational and time management skills, including prioritization and follow through
• Strong analytical and problem-solving skills, with the ability to make proactive recommendations and find/use resources
• Strong internet skills, with the ability to effectively and efficiently present findings

Desirable

• Knowledge of and/or experience in the entertainment industry, especially the music business
• 1-3 years experience with travel arrangements
• An aptitude for or experience with reporting systems such as Soundscan, Encore/BDS, and Insight