Administrative Assistant

Our client is a Vancouver-based, world-class artist management firm. The company represents high-caliber, internationally acclaimed touring and recording artists, as well as platinum-selling producers and songwriters.

THE POSITION:

The Administrative Assistant will support the President, Vice President and General Manager.

JOB DESCRIPTION:

• General assistant duties as directed
• Schedule and calendar management
• Setting up conference calls, call times and meetings
• Scheduling personal + professional appointments and meetings
• Organizing information and paperwork
• Travel grant applications for office staff
• Expense reports
• Opening and distributing mail
• Coordinating and booking travel
• Upkeeping and registering for travel rewards programs
• Password log and upkeep
• Tracking travel rebills
• Ordering office supplies
• Reconciling credit card statements
• Various mailing, faxing, shipping, photocopying
• Listening to demos/present potential new clients
• Coordinating phone service for international travel
• Calendar management
• Preparing for meetings (scheduling and prepping boardroom, coordinating catering, research)
• Personal assistant duties as needed
• Processing insurance claims
• Managing company’s Music Database
• Other client-specific activities as directed by project managers
• Coordinating client and partner gifts and cards

SKILLS:

• Resourcefulness, self-sufficiency, and drive to grow your career
• Interest in music industry and artist management
• Experience in music industry, even if limited, is a bonus but not required
• Exceptionally organized and able to multi-task and manage time effectively
• Ability to manage a large volume of tasks
• Ability to handle challenging situations, be proactive, troubleshoot and problem-solve
• Knowledge of MS office and Mac computers is essential
• Ability to work as part of a close-knit team
• Exceptional attention to detail
• Strong written and verbal communication skills