Job Title: EXECUTIVE ASSISTANT

A little bit about our team:

Under direct supervision of the Warner Chappell Music’s (WCM) Co-chairs (Chief Executive Officer and Chief Operating Officer) the EA plays an integral part in supporting the smooth operations of this leadership team. This role will have some latitude for independent judgment and decision and will require someone with the right sensibilities to proactively anticipate the needs of our most senior management. Here at WCM we are focused on our songwriters and we value team members that are collaborative and demonstrate an endless curiosity for how our business is constantly evolving.

Why this could be your next big break:

This fast paced role requires a combination of high-level administrative duties with a wide range of fluid responsibilities. You will be required to manage two very busy calendars, travel logistics (domestic & international), meeting preparation, deck/report maintenance and proofing as well as coordinating special on-going projects (think Grammys, songwriters Hall of Fame, signings and release celebrations), and adhoc companywide events. This role will provide you with an opportunity to have visibility into all parts of WCM and the Warner Music Group.

Here you’ll get to:

  • Ensure office functions run smoothly; must be fully equipped to handle all executive activities.
  • Welcome high-profile visitors, screen and direct phone calls/inquiries, process expenses, maintain calendar items as needed, process incoming mail and correspondence, prepare outgoing mail, and ensure co-chairs are up to date on their schedules.
  • Coordination of an evolving and changing schedule, often with last minute alterations with grace and professionalism. We are not looking for a gatekeeper, but someone who has high EQ and can flex with many types of personalities.
  • Coordination of all domestic and overseas trips including booking all travel arrangements, transportation, compiling itineraries and managing a busy schedule while abroad, sometimes working late (or early!) due to different time zones.
  • Work independently to complete routine departmental or unit functions and/or tasks including, but not limited to, various correspondence, preparing and updating recurring internal reports, forms, tables, pamphlets, etc. from rough draft, handwritten notes, or verbal instructions.
  • Proofread and edit drafts and final materials for consistent format, accuracy of financial figures or other data and makes corrections as needed.
  • Direct documents to the appropriate parties, obtain approvals when necessary, and make certain all deadlines are met.
  • Track and report budgetary spending, prepare presentations.
  • Handle related projects and special assignments as needed.

About you:

  • A passion for music and a curiosity for learning
  • A High School Level education, or its equivalent
  • 2-3 years of Executive level administrative experience, or a satisfactory equivalent of education, training and experience in related fields and/or educational disciplines, sufficient to qualify for the requirements of position.
  • Experience with handling and safeguarding confidential and proprietary information using discretion as needed.
  • Effective communicator internally and externally in a manner consistent with the company’s Code of Conduct and core values.
  • Excel at active participation and collaboration with others across the company to build rapport with individuals internally and externally.
  • Highly organized project manager and who excels at managing multiple projects/tasks through successful completion.
  • Proatively anticipates needs, takes initiative and has a constant eye towards creating efficiencies.
  • Come to work on time without restriction as to time commitment.
  • Read and understand materials and documents and have the ability to recognize and extract critical data and information.
  • Perform all diverse physical tasks necessary to complete all the essential duties and responsibilities of the position.
  • Proficient with Microsoft Office and iMac. General knowledge of Entourage and Soundscan a plus.
  • Knowledge of general business practices.
  • Possess a strong work ethic.
  • Detailed and highly organized on all tasks regardless of scope or depth.
  • Strong communication skills (written and verbal).
  • Manage time, deadlines and execute on tasks and handle multiple, diverse assignments.
  • Produce quality work and be accountable.
  • Think outside the box proactively, strategically and analytically.
  • Demonstrate flexibility and adaptability to changing situations.
  • Demonstrate a high level of customer service and phone etiquette.

It would be music to our ears if you also had:

  • A love of all things music and a breadth of knowledge of different music/genres and pop culture.

Job ID: R-014810

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