Executive Assistant to SVP, A&R

This is a Full Time Job

Executive Assistant, SVP of A&R

EMPIRE is an independent label, born and grown out of the Bay Area. We have grown to become the largest independent record label in the U.S., with a significant global presence covering Africa, Asia, Europe, Australia and North and South America.

We are looking for a superstar Executive Assistant to the SVP, A&R. The ideal candidate will be an extremely detail-oriented person, who can handle the assistant duties listed below as well as anything thrown their way.

As Executive Assistant you'll assist the SVP, A&R and the A&R team with various projects and tasks. This is a great opportunity for someone wanting to continue their A&R career by working for one of the greats in the industry, at a top of the line independent label.

What you'll be doing:

Receive and return calls for SVP, A&R
Keep track of schedules/appointments for SVP, A&R, departmental scheduling
Administer expense reports for the department
Communicate with Artists/songwriters/publishers/managers/agents for the department
Book extensive travel for the department and create detailed itineraries
Keep up with all messages and traffic within the A&R department daily
Track artists hold lists
Communicate with songwriters and publishers about progress of songs, and recording schedules, and artists' needs
Maintain A&R database with all contact information on artists, songwriters, managers, promoters, agents, publishers
Maintain industry lists, and help with distribution of lists for showcases, parties, listening parties, award shows and award parties, etc.
Liaise with live events department to book showcases, performances, listening events, release parties and publisher meetings
Distribute charts and other industry media and information to the A&R department
Maintain and organize digital and physical catalog
Communicate with all departments, artists, and managers to facilitate distribution of audio components
Attend weekly A&R meetings and act as a liaison to the A&R department. Keep the department updated on every artists' project, and issues needed to be addressed. Track the recording process, budgets and budget approval, producer/musician/engineer paperwork, album copy, album artwork, artist thank yous, etc. Relay important information regarding payment of recording process back to SVP, A&R
In partnership with A&Rs, liaise with production coordinators for artist projects, and make sure all deadlines are met regarding budgets, label copy, publisher and writer credits, studio/musician and engineer credits, and invoicing
Keep network's Shared A&R folder up to date and organized with important MP3s, or artist information for easy use for the rest of the company
Track all content recorded, where it was mixed, who it was mixed by, where it was mastered, and who it was mastered by
Obtain A&R audio approval for every piece recorded
Ensure all music distributed inter-company, to partners, artists, managers is up to date with most current mixes/masters, and titles
Send C-right protected audio when requested
Keep up with traffic and requests/emails from A&R team members. Update news items, artist info, etc.
Maintain New Artist Discovery lists for weekly discussion in Team Meetings
Maintain Artist Roster
Curate New Artist Music for distribution to the A&R Team
Track and organize live, alternate, acoustic, remix versions of catalog and mix/fix associated with each
Track and organize ATMOS mixes of catalog
Make appropriate call backs, emails, or letters to aspiring artists or songwriters
Obtain A&R audio approval for every piece recorded and send to the A&R Administration Department and all peoples involved in Post Production
Handle and safeguard confidential and proprietary information
Must be able to effectively communicate internally and/or externally in a manner consistent with the company's Code of Conduct and core values
Must be able to come to work on time without restriction as to time commitment
Any additional duties as assigned

Requirements:

You have 1-3 years of music industry experience
You possess general knowledge of record label operations
You have foundational computer skills, including knowledge of Microsoft Office
You have experience with Google Suite, Teams, Zoom, Powerpoint, Dropbox, Box, and Adobe Office Suite
You have knowledge of general business practices
You possess a strong work ethic
You have strong organization skills and high attention to detail
You have strong communication skills (written and verbal)
You possess the ability to adhere to deadlines and execute on tasks and handle multiple, diverse assignments
You are passionate about producing quality work
You are accountable; manage your time well, and you have the ability to work well in team
You demonstrate the ability to be innovative and suggest change/improvements within scope of work
You anticipate needs and create efficient and effective processes
You are a self-starter, self-motivated and takes responsibility/ownership of tasks
You think outside the box proactively, strategically and analytically
You consistently take initiative
You demonstrate flexibility and adaptability to changing situations
You have strong administrative skills
You understand the importance of confidentiality and discretion
You possess''no job too small'' attitude
You have the ability to juggle multiple projects at a time and complete tasks fully through
You're not afraid to ask questions and learn as you work
You're extremely organized
You are a team player, open to feedback and strong communication.
You live in San Francisco area or willing to relocate