Receptionist / Executive Admin Assistant

$71,000 - $85,000/Yr

Relcap Limited - New York, NY

Full-time - Entry Level

New York, NY

Professional, Scientific, and Technical Services

About the position

The Executive Administrative Assistant at Sony Music Entertainment plays a crucial role in providing high-level administrative support to the leadership office at the company's headquarters. This position is designed for a professional who exemplifies enthusiasm and professionalism, ensuring the smooth operation of the executive office. The Executive Administrative Assistant will be responsible for a variety of tasks that include managing complex travel arrangements, maintaining calendars, and overseeing clerical tasks. This role requires a proactive approach to anticipate the needs of the executive and support the Senior Executive Assistant in managing a constantly changing schedule and meetings. The ideal candidate will also be involved in coordinating internal events and conferences, as well as acting as a liaison between the executive and various stakeholders in the music industry. In addition to administrative duties, the Executive Administrative Assistant will be responsible for maintaining an accurate list of contacts, managing visitor guest lists, and keeping an inventory of office supplies. The role demands a high level of organization and attention to detail, as well as the ability to handle confidential information with discretion. The candidate must be adaptable and able to maintain composure in a fast-paced environment, demonstrating exceptional communication and interpersonal skills. This position is office-first, requiring the individual to be in the office 4 to 5 days a week, and may involve overtime as needed.

Responsibilities

• Provide day-to-day high-level administrative support including answering phones, maintaining calendar, and arranging conference calls.
• Arrange complex travel arrangements for the Executive alongside the Senior Executive Assistant.
• Prepare and submit expense reports in a timely, accurate, and efficient manner.
• Maintain an accurate and current list of internal and external contacts.
• Oversee clerical tasks, such as sorting and sending mail and packages.
• Welcome visitors to the office and manage the visitor guest list.
• Keep an inventory of the office supplies and materials as needed.
• Oversee touring schedules across all internal labels and markets.
• Support the Senior Executive Assistant in managing a constantly changing schedule and meetings.
• Anticipate the executive's needs throughout the day in terms of meeting prep and arising issues.
• Coordinate internal events and conferences with the Senior Executive Assistant.
• Gate-keep and monitor the flow of multi-platform communications to and from the Office.
• Liaison between the executive and artists, managers, attorneys, publishers, producers, writers, and internal staff.
• Stay up-to-date on music business and internal company news.
• Complete miscellaneous projects and tasks as assigned in a timely and accurate fashion.
• Provide daily support for the Executive Floor including back-up support for the Executive Assistants.
• Maintain schedules for the Executive Floor conference rooms.
• Assist in planning company functions alongside the Senior Executive Assistant.

Requirements

• At least 5-7 years of prior administrative/executive assistant experience for a senior-level executive.
• Experience in the music industry is preferred.
• Extremely organized and detail-oriented.
• Strong proficiency in computer software applications (Microsoft Word, PowerPoint, Excel, Outlook).
• Strong proficiency in Concur or other similar expense application.
• Ability to adapt and maintain composure while working in a fast-paced, ever-changing environment.
• Able to handle confidential information with the highest level of professionalism and discretion.
• Expert level written and verbal communication skills.
• Exceptional interpersonal and phone skills and the ability to interact with internal and external partners at all levels.
• Ability to act competently while maintaining a calm and professional demeanor.
• Ability to cooperate with other employees to ensure a smooth running, effective office operation.
• Ability to work independently and on multiple projects simultaneously.
• Availability to work overtime.

Nice-to-haves

• Experience in the music industry is preferred.

Benefits

• Medical, dental, vision, life & disability coverage
• 401K with employer matching
• Voluntary benefits like company-paid identity theft protection
• Resources for pets, mental health, and meditation
• Industry-leading fertility coverage
• Fully paid leave for childbirth or bonding
• Fully paid leave for caregivers
• Programs for loved ones with developmental disabilities and neurodiversity
• Subsidized back-up child and elder care
• Reimbursement for adoption, surrogacy, tuition, and student loans
• Investment in professional growth and development
• Time off for a winter recess