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!
Job Tags
Internship, Remote job,