Executive Assistant and Office Manager

This is a Full Time Job

As the Executive Assistant/Office Manager you will provide administrative and executive support to the COO handling a wide range of tasks as well as oversee the overall operations of the Culver City office.
Success in this role means strong communication, attention to detail, proactive problem-solving and a hospitality-focused approach to working with artists and industry professionals

What you'll do:
• Calendar and inbox management, including scheduling of meetings across multiple time zones, arranging the conference room, and video conferences, routing meeting agendas, and key documents. Take effective, professional, and succinct notes during meetings for both the COO and meeting attendees
• Provide key executive administrative support to the COO – anticipate needs, follow-through on all details and handle all confidential situations with discretion.
• Handle expenses and complete monthly T&E reports in Concur, pay department invoices, and reconcile AMEX Travel Statements
• Manage domestic and international travel schedules for the COO.
• Order office supplies for the Culver City offices. Track and maintain the proper inventory, ensure that all needed products are stocked and readily available. Handle the weekly office grocery order and stock the snack cabinets and beverage fridge.
• Plan and manage company-wide and office-wide events, including but not limited to, artist & industry related events, concert outings, expos, conferences, quarterly lunches, staff teambuilding events, and the annual holiday party. Work with finance to establish budget, perform thorough research, develop and present a proposal, make recommendations and oversee the execution of the event while ensuring competitive pricing and that all legal documentations are taken care of.
• Work with the COO on presentations, data collection and reports, requires strong PowerPoint and Microsoft Excel skills.
• Manage office floor plans and seating charts. Ensure that new employees have the correct set-up and coordinate all new employee onboarding needs, including but not limited to, office badge access, parking pass, BOX user set-up, Asana user setup, and perform a thorough tour of the space.
• Collect and appropriately distribute all incoming mail and packages. Ensure the front desk space is organized and keep it clear of any unnecessary objects
• Coordinate with the Production and Product Development team to ensure that the showroom and production space is organized and properly maintained

Who you are:
• 2 or more years in an administrative or executive assistant role (music industry preferred)
• Bachelor’s Degree preferred
• Strong knowledge of and experience with Microsoft Office Programs (Excel, Outlook, PowerPoint, Word)
• Great client relations and hospitality-driven approach
• Excellent written and verbal communication skill
• Flexibility with hours
• Highly organized
• Fast learner