Administrative Assistant

Job Title: Administrative Assistant

Location: Santa Monica, CA

Duration: 2+ Months Contract with possible Extension

Requirements:

• 1 to 2 years of Administrative Assistant experience.
• Music or Entertainment experience is strongly preferred.
• Very strong focus on "reading the room" to know when to be professional and when to be more laid back.
• This role will be supporting an Executive Assistant.

Responsibilities:

• Receive and screen incoming calls.
• Update and maintain calendars.
• Coordinate travel arrangements.
• Provide a folder complete with all travel confirmations and itineraries before the manager leaves for a scheduled trip.
• Ensure all travel information is reflected in the calendar.
• Organize and submit manager's expenses.
• Manage and oversee department quarterly budgets.
• Process invoices and set up vendors.
• Connect artist phone interviews.
• Organize Republic Grammy submissions.
• Send documents to artist camps with submission recommendations.
• Assist with the creation and organization of press materials.
• Prepare and organize bios, press reports, press kits, media alerts, press releases, event/show invitations, press photos, and artwork.
• Organize and maintain department calendars and documents.
• Maintain Media Events, Dark Dates, and TV Schedule calendars.
• Research, organize, and distribute companywide media alerts detailing artist press coverage.
• Update Republic media contact lists.
• Compile and oversee guest lists for shows and events.
• Pitch regional media for artists on tour when instructed.