23 day gig...will lead to FTE for a Super Star!!
The Executive Assistant to the Chairwoman & CEO of Motown will work in a fast-paced environment for a progressive, marketing-minded, creative executive. The ideal candidate will need to be detail-oriented and extremely organized while interacting with all levels of employees within the organization.
This role is incredibly busy, varied and will suit an individual who thrives in an environment where they are being challenged.
Act as an all-around gatekeeper and strategically manage Executive's time with respect to priorities, goals, and objectives.
Schedule internal, external meetings (both in-person and Virtual); book travel and accommodations (includes domestic travel, international travel, and multi-city trips)
Act as fast and efficient conduit between Executive team, staff, artists, and contacts.
Process travel and entertainment expenses
Manage schedule (sending reminders and Teams/ Zoom links, locations, and/or dial-ins for upcoming meetings, working with time zones when the executive is traveling, or meeting with others in different time zones)
Proactively prepare executive for meeting; And keep track of executive during day to ensure schedule is kept or adjusted in real time.
When requested, join executive in meetings - taking notes, sharing "next steps" documents, and following up with responsible parties to ensure tasks are completed as agreed upon
Maintaining Executive's call list and keeping track of various "To-Dos"; keep executive on track with daily schedule
Send executive a summary at end of the day for the next day's schedule snapshot
Maintain strong working knowledge of artist roster, employees, and important external contacts
Partner closely with other executive assistants on organizing Executive team
Exercise discretion when patching calls, rolling calls, and interrupting meetings
Plans and coordinates event logistics (i.e. development retreat, division events) including creating grids of information, RSVP lists, and booking hotels, cars and other activities as required.
Proven record of thriving in a fast-paced, ever-changing environment
Ability to anticipate needs, problem solve, and identify solutions
Highly organized and understand juggling priorities, timely with follow up; with flexibility outside of "regular" business hours
Exceptional communicator and enthusiastic collaborator (this role will act as an -intermediary between Executive and staff, artists, and other high-profile figures)
Able to handle confidential information with a high level of professionalism and discretion.
Upbeat, "can-do" attitude, and have passion for the music industry
Excel in a hyper creative space (inclusive of but not limited to A&R, Marketing, Digital, Streaming, operations, and Music Industry at large)
Proactive in keeping the executive organized and abreast of urgent issues.
Tech forward; ability to create efficiency using technology and music-based systems
Knowledge of MAC computer software; various music industry applications
Strong proficiency in Outlook, PowerPoint, and other Microsoft Office Products
5+ years of substantial experience supporting either an executive, or c-suite executive.