Administrative Assistant

Global Merchandising Services•West Hollywood, CA

27d•Onsite

About The Position

The Brand Management Assistant provides administrative, organizational, and day-to-day account support to Brand Management leadership, primarily supporting the VP Brand Management and Senior Brand Manager, with occasional office tasks and administrative support to the COO and CEO. This role is responsible for keeping day-to-day activity organized and moving efficiently through strong follow-up, approval tracking, meeting and travel coordination, and administrative support. The ideal candidate is highly organized, proactive, detail-oriented, and able to manage multiple priorities in a fast-paced environment. A high level of professionalism, discretion, responsiveness, and sound judgment is essential when interacting with senior leadership, artist management, clients, and internal teams. This is a full-time, in-office position based in West Hollywood, Monday through Friday, 9:00 AM–6:00 PM. Regular and reliable in-office attendance is required.

Requirements

Bachelor’s degree in Business, Marketing, Communications, Music Business, or related field preferred
2 years of administrative, coordinator, or related experience in music, entertainment, merchandising, marketing, or another fast-paced environment preferred
Interest in music, entertainment, merchandising, E-Commerce, Retail, Licensing, and/or artist management
Exceptional organization, attention to detail, and follow-through
High level of professionalism, discretion, responsiveness, and sound judgment
Strong written and verbal communication skills
Ability to manage multiple priorities and adapt quickly as business needs change
Strong proofreading skills and ability to accurately track details, approvals, and deadlines
Proactive approach with the ability to anticipate needs and identify outstanding items
Ability to communicate professionally with senior leadership, clients, artist management, and internal teams
Proficiency in Microsoft Office Suite and ability to quickly learn Asana and other project-management platforms
Ability to work independently while understanding when an item requires escalation

Responsibilities

Manage calendars and coordinate internal and external meetings for Brand Management leadership
Coordinate business travel, including flights, hotels, transportation, itineraries, and travel changes
Assist with expense reports and other office tasks and administrative support as needed
Attend designated meetings, take notes, distribute recaps/action items, and track follow-ups
Prepare and organize meeting materials, decks, and documents as needed
Coordinate meeting logistics, including conference rooms, catering, visitors, and parking
Coordinate product and sample shipments, including labels, couriers, and tracking
Maintain ticket requests and guest lists and add applicable shows and events to leadership calendars
Provide occasional office and administrative support to the COO & CEO as requested
Manage competing priorities using a daily/weekly priority tracking system that lists requests from the VP/Senior Brand Manager, executive leadership (CEO/COO), and cross-departmental teams.
Track email follow-ups and outstanding items to ensure timely completion
Record client and management approvals in Asana and route approved roughs and assets to the appropriate teams
Prepare and manage artist approval decks according to each artist team’s preferred format and process
Track approved designs and their use across E-Commerce, Tour, Retail, Licensing, and other channels
Serve as an administrative point of contact when Brand Management leadership is traveling or out of office, keeping routine matters moving and escalating items requiring leadership attention
Proof creative materials for spelling, product information, tour dates/datebacks, and maintain accurate tour diaries