Job Description

Position: Executive/Admin Assistant – Music Publishing

Location: Los Angeles (Hybrid/Remote flexibility, with at least 3 in-office days)

Reporting to: Two Executives

Supervisory Role: May oversee 1-2 interns

About Us

We’re a rapidly growing music publishing company that delivers top-tier music to clients across various platforms. Our streamlined processes and collaborative environment enable us to produce high-quality work, exceed client expectations, and support the growth of everyone on our team.

Key Responsibilities

1. Catalog & Metadata Management

• Ingest New Submissions: Gather song assets (lyrics, WAV files, writing splits, etc.) and maintain a well-organized database.
• Metadata & Tagging: Regularly audit records in DISCO to ensure tags, genres, writers, splits other clearances are accurate and up to date.
• Song Presentations: Compile and send curated song playlists for sync briefs or other client requests.

2. Administration & Executive Support

• Calendar & Meeting Management: Coordinate schedules, set up calls/meetings, and handle travel arrangements as needed.
• Communication & Email: Draft and respond to emails on behalf of executives, route inquiries, and maintain professional correspondence.
• Office Management: Oversee basic office needs (supplies, mail, reception duties) and 
• Event Planning. Assist with occasional event planning. 

3. Writer & A&R Team Coordination

• Briefs & Catalog Direction: Keep creative briefs updated, track catalog genre gaps, and share insights with A&R team. 
• Payment & Registration Queries: Field questions on royalties, registrations, payments and direct them to the appropriate contacts.
• Info Gathering: Collect any other relevant music business data to aid A&R and creative teams.

4. Client & Partner Relations

• Publishing Administrator Liaison: Submit new songs to admin partner, coordinate with external admin/marketing teams, and ensure our catalog stays current in their system
• Client Care & Gifting: Send thank-you or celebratory items to music supervisors and clients after successful placements.
• Outreach Reminders: Prompt sales and creative teams on select follow-ups to sustain regular client engagement.

5. Project Management Assistance

• Deliverables & Deadlines: Stay across timelines for briefs and custom jobs; assist project managers with deliverables and updates.
• Paperwork & Forms: Prepare composer, vocalist, or union forms; manage signature collection via DocuSign.
• Routing & Approvals: Forward invoices or contracts to the appropriate parties for sign-off.
• Project Tracking: Use Monday.com to maintain and update clear project statuses, deadlines, creative splits, client information and media distribution

6. Collaboration with Media Manager

• Website, Social Media & Distribution: Assist Media Manger with updates to our online platforms and distribution platforms
• Basic Design Tasks: Use Canva for basic material; event posters, invites, basic 1 sheets or deck updates. Leave major creative work to the Media Manager.

7. Tools & Technology

• Software Proficiency: Adept in DISCO (music catalog software), Monday.com, Google Workspace (Docs, Sheets, Calendar), DocuSign. Skilled using Chat GPT & other AI solutions to maximize efficiency and workflow
• Workflow Optimization: Spot inefficiencies and propose solutions to streamline operations.

8. Supervision

• Intern Oversight: Guide 1-2 interns with tasks and professional development.

Qualifications

• Experience: 3 years administrative or executive assistant experience strongly preferred; music industry knowledge is a plus but not required.
• Technical Skills: Comfortable with Google Workspace, Slack, Monday.com, DISCO, Canva, ChatGPT & other AI tools.
• Organization & Detail: Skilled in multitasking, prioritizing work, and keeping track of deadlines without supervision.
• Communication: Exceptional written and verbal skills; confident drafting professional emails and anticipating executives’ needs.
• Flexibility & Resilience: Able to adapt to changing priorities, handle pressure, and remain solutions-oriented.
• Initiative: Proactive in finding ways to improve processes and streamline tasks.
• Availability: Standard business hours (9am–5pm) with occasional off-hour needs.

Why Join Us?

• Growth Potential: Opportunity to evolve into a higher-level role for the right candidate.
• Team Culture: Supportive, collaborative environment where individual accomplishments become shared victories.
• High Impact: Play a key role in keeping our operations running smoothly, supporting top-level executives, and driving efficiency and growth. 
• Hybrid Work Model: Balance remote work with in-office collaboration for flexibility and productivity.

If this role sounds like a fit for your organizational prowess and entrepreneurial drive, we’d love to hear from you!

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