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ASCAP · 1 day ago

Executive Assistant

New York, NY

Full-time

Hybrid

Entry, Mid Level

$65K/yr - $80K/yr

2+ years exp

ASCAP is a membership association representing music creators and is seeking an Executive Assistant to support the EVP and Head of Licensing and the EVP, Chief Marketing & Communications Officer. The role involves providing administrative support, managing calendars, coordinating meetings, and assisting in the marketing of major ASCAP events.

Music

Responsibilities

Manages calendars for both EVPs, Licensing and Marketing & Communications Department. Regularly coordinates meetings, conference calls, and travel arrangements/accommodations

Writes internal and/or external correspondences

Supports Licensing and Marketing meeting preparation for team members and senior leadership, including coordinating materials, organizing files, assembling binders and providing technical and administrative support

Collaborates with the Executive Assistant Team through regular meetings to share and implement best practices

Compiles information for reports and presentations and utilizes Microsoft Office Suite to prepare and edit any subsequent presentations, correspondence, reports, charts, graphs, etc

Manages multiple licensing and marketing lists, event invites, and correspondences

Researches and analyzes music industry and marketing trends and data

Assists in support of the marketing of major ASCAP events, including high-profile award shows, ASCAP’s annual conference, the “I Create Music” EXPO, high-level member meetings, advocacy events, etc

Assists in coordinating ASCAP participation in other industry conferences and events, and more. Process vendor and sponsor contracts, track payments, and maintain excellent records

Answers a variety of phone calls and emails independently. Responds to complex inquiries for information by directing to the appropriate person at ASCAP

This person will be an integral part of ASCAP’s licensing, marketing and strategic communications team, and will be involved in a wide range of exciting projects and events and will work closely with staff throughout the organization to realize ASCAP’s mission on behalf of its songwriter, composer and music publisher members as well as its customer licensees who use music

Files and manages EVP's expense reports in an accurate and timely manner, in compliance with ASCAP’s policies

Orders and maintains office supplies. Tracks and processes invoices

Maintains and updates office records

Handles ad-hoc errands, including ordering lunches and coffees for the executives and teams

Qualification

Microsoft Office SuiteMac proficiencyEntertainment industry experienceOrganizational skillsMulti-taskingDetail orientationProactive supportResearchAnalysisWritten communicationOral communication

Required

Bachelor's degree required

Typically, two (2) + years related administrative assistant experience, including recent experience supporting a senior marketing or public relations executive; or proven organizational ability

This role works under supervision to complete defined tasks and deliverables according to established processes

Proficiency with Microsoft Word, Excel, PowerPoint. Must be Mac proficient

Ability to synthesize information from multiple sources to draw comprehensive conclusions

Demonstrated organizational skills and high level of detail orientation

Excellent written and oral communication skills

Proven ability to multi-task and independently prioritize responsibilities

Ability to work effectively in a dynamic environment

Professional demeanor and telephone manner

Proven ability to pro-actively anticipate the needs of executives

Must have an above average knowledge of and passion for many genres of music and an ability to communicate with creative talent at all career levels

Willingness and availability to report to the office daily, if required

This position requires the incumbent to be in the office three days per week

Ability to travel

Preferred

Entertainment industry experience preferred

Benefits

A choice of either network-only provider medical and dental plans or more flexible medical and dental plans where you can see providers in or out-of-network

Vision plan that offers both in and out-of-network provider options

401(k) Plan that offers pre-tax, Roth, and an after-tax employee contribution option which includes a company match.

An additional employer paid discretionary profit share contribution, regardless of your participation in the 401(k) Plan

Generous time-off policy

12 company holidays

Health care and dependent care flexible spending accounts

Short-term disability insurance/salary continuation and long-term disability insurance

Company provided basic life and accidental death and dismemberment insurance

Employee gym discounts at select gyms

Commuter benefits

Voluntary pet health insurance

Voluntary auto and homeowners insurance