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Executive Assistant to President

4 months ago

Santa Monica, United States The Recording Academy Full time

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 ( 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 for an overview of our company benefits.

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