Executive Assistant to President

3 weeks ago

Santa Monica, United States Recording Academy Full time
Job Details

Level
Experienced

Job Location
Lantana Office - Santa Monica, CA

Position Type
Full Time

Description

LOCATION: This is a hybrid position. Work can be done from home and from our office in Santa Monica, CA.

WHO WE'RE LOOKING FOR

The Recording Academy, the organization behind the world-famous GRAMMY Awards, is seeking a technically savvy Executive Assistant to provide daily assistance to the President of the Recording Academy & GRAMMY Global Ventures. As the first line of coordination and logistics for the President, you will have complete oversight of the President's calendar, travel arrangements, expenses, and work-related needs. The ideal candidate will have experience in fast-paced environments with high-profile client interactions and acute organization.

WHAT YOU'LL DO

SCHEDULE MANAGEMENT
  • Manage the President's calendar by evaluating meeting requests and sending relevant meeting invites.
  • Assess the importance of meeting and ad hoc requests.
  • Inform and prepare the President for upcoming day, including meetings, calls, and any changes in schedule.
  • Correspond with executives, partners, and other high-level clients on behalf of the President.
  • Prepare detailed business travel, show related, and event itineraries for the President (e.g. a GRAMMY Week calendar with events, locations, and pertinent information, including possible travel and accommodations).

DEPARTMENT SUPPORT/ORGANIZATION
  • Categorize and/or follow through with existing filing systems for department contracts, invoices, NDAs, expenses, travel arrangements, agendas, PowerPoints, Excel docs, and other documentation.
  • Organize/track department new hire forms, intern paperwork, consultant travel, department member vacations and birthdays, etc.
  • Onboard department new hires with paperwork, supplies, and general department information.
  • Work alongside the Senior Project Manager to ensure departmental workflows and deliverables are on track.

MEETING & EVENT PLANNING
  • Organize and facilitate team meetings, vendor meet 'n' greets, and in-house revenue meetings.
  • Communicate with Facilities and IT departments for conference room and technical set-up.
  • Create agendas, book caterers, greet clients, and record minutes for events and meetings.
  • Manage holiday budgets and plan dinners, happy hours, and lunches.
  • GRAMMY Week event participation and planning.
  • GRAMMY Awards Show and event ticket distribution for the President and his senior management team.

TRAVEL COORDINATION
  • Provide the President with flight and hotel options for both domestic and international travel, prepare Corporate Travel Reports (CTRs) outlining the President's travel preferences, and submit to Travel Department or correspond with travel agents.
  • Book car services, create schedules and itineraries, and prepare travel folders for all trips.
  • Provide flight check-in, abroad meeting prep, on-call assistance, and receipt and expense reconciliation upon return from travel.

EXPENSE MANAGEMENT
  • Handle the President's receipts and expense statements.
  • Track the President's senior managers' expenses by ensuring their timely approval and delivery.
  • Manage invoices from vendors, consultants, and contractors by preparing them with appropriate codes, ensuring timely payment, and filing them for future reference.

SKILLS & EXPERIENCE

  • Bachelor's degree in marketing, business, communications, media or related.
  • 3-5 years administrative and project management experience, ideally in the entertainment industry. Talent agency experience a plus.
  • Multi-lingual with international experience (dealing with different time zones) highly desired.
  • Strong proficiency in MS Office (Outlook, Word, Excel, PowerPoint), Google Programs, Airtable, Smartsheets, Photoshop and Keynote.
  • Must be highly organized and analytical with strong attention to detail and accuracy.
  • Ability to work under pressure of tight deadlines while solving problems that may arise and pivoting as needed.
  • Ability to communicate ideas clearly with solid grammar and punctuation skills.
  • Demonstrated ability to take initiative and manage up, down, and sideways to create a path of collective success.
  • Ability to work independently as well as in cross-functional groups.

PHYSICAL DEMANDS FOR CERTAIN ROLES

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally required to stand, walk, and sit for long periods of time, and work at a computer for long periods of time.

The employee will be required to lift and/or move up to 25 pounds.

SALARY AND BENEFITS

The starting salary for this position is $68,600 to $75,800 per year, benchmarked against industry standards. Salaries for positions required to be in specific geographic locations reflect the corresponding labor market.

The actual offer extended will depend on the candidate's experience, qualifications, and the role's requirements and will include our comprehensive benefits package (with medical, dental, and vision coverage, a 401k match, generous paid time off, and more). Click here for an overview of our company benefits.

Explore our career opportunities to join a team that values creativity, innovation, and diversity.

ABOUT THE RECORDING ACADEMY AND ITS AFFILIATES

RECORDING ACADEMY

The Recording Academy represents the voices of performers, songwriters, producers, engineers, and all music professionals. Dedicated to ensuring the recording arts remain a thriving part of our shared cultural heritage, the Academy honors music's history while investing in its future through the GRAMMY Museum, advocates on behalf of music creators, supports music people in times of need through MusiCares, and celebrates artistic excellence through the GRAMMY Awards-music's only peer-recognized accolade and highest achievement. As the world's leading society of music professionals, we work year-round to foster a more inspiring world for creators.

GRAMMY GLOBAL VENTURES

GRAMMY Global Ventures aims to advance the global mission and monetize the brand equity and intellectual property of The Recording Academy. Through five target areas - Online Education, Live and Site-Based Experiences, Original Content, Globalized Awards, and Licensing and Sponsorship - GRAMMY Global Ventures will seek to diversify revenue streams and drive membership value.

GRAMMY MUSEUM

The GRAMMY Museum is a nonprofit organization dedicated to celebrating and exploring music from yesterday and today to inspire the music of tomorrow through music preservation, education, exhibitions, and public programming and aims to create a world in which shared love of music sparks curiosity, creativity, and community. Programs include GRAMMY in the Schools education programs that are offered year-round for students, teachers, and schools throughout the United States.

MUSICARES

A friend and ally of the music community, MusiCares was established by the Recording Academy to safeguard the health and well-being of all music people. A four-star charity and safety net in times of need, MusiCares offers confidential preventative, recovery, and emergency programs to address financial, medical, and personal health issues. Through the generosity of our donors and volunteer professionals, our dedicated team works across the country to ensure the music community has the resources and support it needs.

LATIN RECORDING ACADEMY

The Latin Recording Academy is an international, membership-based organization comprised of Spanish- and Portuguese-speaking recording artists, musicians, songwriters, producers and other creative and technical recording professionals. The organization is dedicated to improving the quality of life and cultural condition for Latin music and its makers. In addition to producing the Latin GRAMMY Awards to honor excellence in the recorded arts and sciences, The Latin Recording Academy provides educational and outreach programs for the Latin music community either directly or through its Latin GRAMMY Cultural Foundation®.

EQUAL OPPORTUNITY

The Recording Academy, its affiliates, and the music industry have a strong culture of inclusion and respect for everyone. The Recording Academy makes intentional, courageous, and principled decisions for stronger business outcomes and ensures that all creators and professionals live and work in a fair and safe environment. It is the Recording Academy's policy to provide equal employment opportunities for all applicants and employees. The Recording Academy does not discriminate on the basis of race (nor traits historically associated with race, including, but not limited to hair texture and protective hairstyles), color, religion (including religious dress and grooming), creed, sex (including pregnancy, childbirth or related medical conditions), national origin, ancestry, age, physical disability, mental disability, medical condition, family care status, military or veteran status, marital status, sexual orientation, gender, gender identity, gender expression, genetic information or any other characteristic protected by law. The Recording Academy will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in an undue hardship to the Recording Academy. This policy governs all aspects of employment, including selection, job assignment, compensation, promotion, discipline, termination, access to benefits and training, recruitment, hiring, transfer, and social and recreational programs.

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