Administrative Assistant

Datrose • Santa Monica, CA

15h • Onsite

About The Position

We are seeking a highly organized, proactive, and adaptable Administrative Assistant to provide direct support to an Executive Assistant within a fast-paced music and entertainment environment. This role requires exceptional organizational skills, attention to detail, strong communication abilities, and the interpersonal awareness to effectively “read the room” and adjust communication style appropriately in professional and creative settings. The ideal candidate will thrive in a dynamic atmosphere, demonstrate sound judgment, manage multiple priorities simultaneously, and maintain confidentiality while supporting high-level executives, artists, and department initiatives.

Requirements

• 1–2 years of Administrative Assistant or related administrative support experience.
• Excellent organizational and time-management skills.
• Strong verbal and written communication abilities.
• Proficiency with Microsoft Office Suite, Outlook, Excel, Word, and calendar management systems.
• Ability to handle confidential information with discretion.
• Exceptional attention to detail and follow-through.
• Ability to manage multiple priorities in a fast-paced environment.
• Authorization to work in the U.S. is a precondition of employment.

Nice To Haves

• Previous experience in the music, entertainment, media, or public relations industries.
• Familiarity with artist relations, media outreach, publicity, or event coordination.
• Experience supporting executives or executive-level administrative staff.

Responsibilities

• Serve as the primary support resource for the Executive Assistant.
• Receive, screen, and direct incoming calls and communications.
• Maintain and update executive calendars, scheduling meetings, appointments, and events.
• Coordinate domestic and international travel arrangements, ensuring all travel details, confirmations, itineraries, and supporting documentation are prepared and organized prior to departure.
• Ensure all travel-related information is accurately reflected in executive calendars.
• Organize, prepare, and submit expense reports in a timely manner.
• Manage and monitor quarterly departmental budgets.
• Process invoices and vendor payments while ensuring accurate recordkeeping.
• Assist with vendor setup and maintenance.
• Track expenditures and support budget reconciliation activities.
• Coordinate and connect artist phone interviews with media outlets.
• Assist in the preparation and organization of press materials, including: Artist biographies, Press reports, Press kits, Media alerts, Press releases, Event and show invitations, Press photography, Promotional artwork.
• Organize and manage Republic Grammy submission materials, including preparing and distributing recommendation documents to artist teams.
• Maintain departmental calendars and documentation, including: Media events, Television schedules, Dark dates, Promotional activities.
• Organize and maintain departmental files and records for easy retrieval.
• Research artist media coverage and press opportunities.
• Compile, organize, and distribute company-wide media alerts highlighting artist press coverage and accomplishments.
• Maintain and regularly update media contact databases and distribution lists.
• Assist with regional media outreach for artists on tour when directed.
• Compile, organize, and oversee guest lists for concerts, showcases, promotional events, and industry functions.
• Support event planning and coordination efforts as needed.

Benefits

• Datrose is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, pregnancy, status as a parent, age, protected veteran status, family medical history or genetic information, political affiliation, status as a qualified individual with disability, or other non-merit-based factors.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed