Administrative Assistant (US, only: CA, NY, DC)

Assist in creating and organizing press materials, including artist bios, press reports, press kits, media alerts, press releases, event invitations, press photos, and artwork. Research, organize, and distribute media alerts highlighting artist press coverage.

Role: Administrative Assistant
Duration: Short Term Contract
Location: Santa Monica, CA (Onsite)
 
Preferred Qualifications:

• 1–2 years of Administrative Assistant experience
• Music, media, entertainment, or related industry experience strongly preferred
• Excellent organizational, communication, and multitasking skills
• Strong interpersonal awareness with the ability to "read the room"and adapt communication style appropriately—knowing when to be professional and when a more relaxed approach is suitable
• High attention to detail and ability to manage multiple priorities simultaneously

 
Key Responsibilities:

• Receive, screen, and route incoming calls
• Maintain and update calendars, schedules, and appointments
• Coordinate domestic and international travel arrangements, ensuring complete travel folders with confirmations, itineraries, and calendar updates are prepared prior to departure
• Organize and submit expense reports for management
• Manage departmental quarterly budgets, process invoices, and assist with vendor setup
• Coordinate artist phone interviews and media engagements
• Organize and manage Grammy submission materials, including documentation sent to artist teams with submission recommendations
• Assist in creating and organizing press materials, including artist bios, press reports, press kits, media alerts, press releases, event invitations, press photos, and artwork
• Maintain departmental calendars and documentation, including media events, television schedules, and artist dark dates
• Research, organize, and distribute media alerts highlighting artist press coverage
• Update and maintain media contact databases
• Compile and manage guest lists for concerts, showcases, and industry events
• Support regional media pitching efforts for touring artists as directed