Executive Assistant, Music

Job Description

The Job

The Executive Assistant II provides executive support to SVP WBIE Sales and VP, Trade Mktg & Sales Admin and some support for the VP, Sales Planning. In addition to the 3 Executives, this position has a wide-range of administrative responsibilities for the Sales & Distribution group as a whole. These tasks include, but are not limited to, setting up meetings, handling catering orders, overseeing and ordering office supplies, setting up new hires with all necessary equipment and software, generating expense reports, arranging travel and other projects as needed.

The Daily
• Answer phones for two Executives and manage calendars including emails. Make decisions on behalf of Executives on the priority of the meeting requests and ensure schedules are optimized as best as possible.
• Schedule and manage meetings and/or conference calls for the division including booking rooms, catering, making copies, and arranging visitor badges.
• Prepare draft correspondence, presentations, and analysis. Handle all materials that are needed by internal and external stakeholders such as meeting agendas, copies of documents, binders, etc.
• Manage the overnight packages to ensure that they are delivered on time.
• Coordinate travel as needed for Executives, including accurate itinerary summaries, travel logistics, and scheduling of all transportation, hotels & meetings. Provide planned itineraries well in advance of each trip. Process timely & accurate expense reports for Executives and department staff after each business trip. Train new hires on internal T&E processes. Manage vacation schedule for team. Order samples as needed.
• Manage and upkeep all elements of files and records to ensure accuracy and up to date files.
• Responsible for setting up offices / work space for new hires including phone, email, computers, Intercall Conferencing accounts, American Express accounts (if applicable), etc.
• Assist in all ad hoc requests such as Event registration and planning, shows etc.
• Work with Corporate Real Estate regarding individual work station set-up, relocation of work stations & move logistics. Submit ergonomic reports as necessary.
• The Essentials
• Minimum 5 years experience in a professional service environment as an administrative assistant or executive secretary required.
• Must type minimum 50-60 wpm with accuracy.
• Should possess strong PC Skills, including proficiency with MS Outlook, Word, Excel, PowerPoint, & Database management.
• Must have strong proficiency in grammar & spelling.
• Must have general knowledge of standard filing procedures and general office procedures & practices.
• Experience in operating various office equipment required.
• Must have ability to adapt to changing priorities & crisis situations.
• Must have excellent interpersonal & communication skills.
• Ability to be tactful with personnel at all levels of company required.
• Ability to work in a fast-pace environment & prioritize work to meet specific deadlines required.
• Must be self-motivated & results oriented.
• Positive, pleasant and outgoing personality. An individual who wants to be a key part of our team. Must be able to handle confidential and sensitive information. Must be trustworthy.

The Nice to Haves
• College degree preferable.

Jobcode: Reference SBJ-rjm62w-18-118-0-240-42 in your application.