Position Overview:

We are looking for an organized, detail-oriented, and proactive Office Assistant to support the daily operations, a dynamic company in the music industry. The Office Assistant will be responsible for a range of administrative tasks, ensuring that the office runs smoothly and efficiently.

This role requires a blend of strong organizational skills, a passion for music, and the ability to multitask in a fast-paced environment.

Key Responsibilities:

Administrative Support:

• Provide general administrative support to the team, including scheduling meetings, maintaining calendars, and managing appointments.
• Answer phones, direct calls, and respond to inquiries from clients, artists, and partners.
• Prepare and process correspondence, including emails, letters, and other documentation.

Office Management:

• Maintain office supplies and equipment, ensuring that the office is fully stocked and well-organized.
• Order office supplies, manage inventory, and ensure timely delivery.
• Assist in the setup and maintenance of office equipment, including phones, computers, and printers.

Documentation & Filing:

• Organize and maintain digital and physical filing systems for contracts, artist information, project files, and other important documents.
• Assist with document preparation, scanning, and data entry for various projects.
• Ensure all records and contracts are filed according to company policies and easily accessible when needed.

Event & Meeting Coordination:

• Assist in organizing internal and external meetings, events, and recording sessions, including logistics, catering, and travel arrangements.
• Take meeting minutes, track action items, and ensure follow-up on key tasks.
• Coordinate travel arrangements for staff, artists, or clients, including booking flights, hotels, and transportation.

Communication Support:

• Act as a point of contact for incoming queries, whether via email, phone, or in-person, and respond or escalate accordingly.
• Coordinate communication between various departments, artists, clients, and external stakeholders.
• Maintain and update contact lists and address databases.

Client & Artist Relations Support:

• Assist with artist and client onboarding, helping to facilitate smooth operations and communications.
• Help manage artist schedules, studio bookings, and other administrative tasks related to artist management.
• Support the coordination of promotional events, album launches, or music releases.

Social Media & Marketing Support:

• Assist the marketing team with updating social media platforms or coordinating promotional materials.
• Support with the preparation of press kits, promotional packages, and other marketing materials.

General Office Duties:

• Handle incoming and outgoing mail and packages.
• Keep the office environment clean and organized, ensuring that shared spaces are maintained.
• Support the office manager with ad hoc administrative projects as needed.

Qualifications:

Education:

• High school diploma or equivalent (required).
• Associate’s degree or coursework in office administration, music business, or a related field is a plus.

Experience:

• 1+ years of experience in an administrative or office assistant role (preferred).
• Experience in the music or entertainment industry is a plus but not required.

Skills:

• Strong organizational skills with the ability to multitask and prioritize tasks effectively.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace.
• Basic knowledge of office equipment (copiers, printers, fax machines).
• Strong attention to detail and accuracy.

Personal Traits:

• A passion for music and the entertainment industry is a significant plus.
• Friendly, approachable, and professional demeanor.
• Ability to work both independently and as part of a team.
• Adaptable and able to handle a variety of tasks in a fast-paced environment.
• Strong problem-solving skills and a proactive attitude.