Executive Assistant
Warner Music Group
Los Angeles, CAThis was removed by the employer on 6/10/2019 4:30:00 PM PST
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Full Time Job
Executive Assistant
Job Description:
We currently have a fantastic opportunity to join our innovative and highly sought-after
team.
Job Title: Executive Assistant to President & CFO, Rhino Records
Why this could be your next big break:
Under direct supervision, this position is responsible for providing executive support to the President of the label, as well as the CFO.
Here you'll get to:
• Answer busy phones, direct calls accordingly, and take messages for President and CFO.
• Heavy calendaring and scheduling for President and CFO, including in-person meetings and conference calls.
• Coordinate frequent domestic and international travel for both executives.
• Correspond via phone, email and/or fax as needed.
• Responsible for updating Finance team shared calendar with vacation, deadlines, etc.
• Direct documents to the appropriate parties and obtain approvals when necessary.
• Responsible for check deposits on weekly basis.
• Organize and responsible for CFO binders, filing, etc.
• Coordinate Company events within designated budget.
• Coordinate gifts, donations, and charitable contributions on behalf of the Company.
• Coordinate payments to management and other outside vendors with Finance.
• Coordinate inter-office deliveries to the UK office Executive team for the department and the US office.
• Coordinate promotional mailings for special projects.
• Maintain office and department inventory and supplies.
• Ensure the office and communal areas are straightened and stocked (i.e. Xerox printers stocked with paper, ink, and free of loose papers; kitchens are stocked and cleaned).
• Coordinate with Facilities to ensure the offices of executives and Company are maintained.
• Coordinate with IT to ensure the executive offices, conference rooms are in working order.
• Process Promo orders for executives and others, as designated.
• Coordinate ticket purchases for executives and contacts as needed.
• Prepare correspondence (memos, emails) as required.
• Prepare presentations on PowerPoint.
• Process and track T&E expenses for both executives and others, as designated, via Concur.
• Take care of any other office needs or requests on behalf of the executives.
• Track and report budgetary spending.
• Navigate SoundScan website to produce reports.
• 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 read and understand materials and documents and have the ability to recognize and extract critical data and information.
• Sort and distribute mail/ facilitate messenger and or delivery service.
• Able to keep executive on time to each call and meeting.
• Ad hoc projects, as needed, for both executives.
Rockstar candidates will be able to:
• Must have general computer skills including a working knowledge of Microsoft Office, iMac and Soundscan
• Knowledge of general business practices and industry trends
• Possess a strong work ethic; strong organization skills and focused attention to detail
• Ability to work in fast paced environment and remain calm under pressure; adhere to deadlines and execute on tasks and handle multiple, diverse assignments
• Have a sense of urgency
• Demonstrate ability to be innovative and suggest change/improvements within scope of work
• Anticipate needs and create efficient and effective processes
• Self-starter, self-motivated and takes responsibility/ownership of tasks
• Work independently and consistently take initiative
• Demonstrate flexibility and adaptability to changing situations
• Demonstrate a high level of customer service and phone etiquette
• Excellent written communication and interpersonal skills
• Accurate filing and maintenance of documents
• Handle confidential matters appropriately and with discretion
• Internet research abilities
• Professionally interface with all levels of the organization, as well as high-profile individuals, clients and vendors
• Provide customer service to both internal and external clients
• Available to work from 8:30am to 7pm and also be available via mobile phone if needed; ability to work overtime as required
• Must demonstrate punctuality
It would be music to our ears if you also had:
• A High School Level education, or its equivalent, and a baccalaureate degree preferred
• 3 to 5 years of relevant work experience as an Executive Assistant, supporting at executive level within the music industry
• Had a financial background and experience with Excel
• A knowledge of the ''players'' in the music industry is strongly preferred
Copyright © 2019 Warner Music Inc.