Executive Assistant

ASCAP

Areas Of Responsibility & Accountability

• 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.

Qualifications & Requirements

• 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.
• Entertainment industry experience preferred.
• Ability to travel.