Executive Assistant to President

EMPIRE•San Francisco, CA

7d•$80,000 - $120,000•Onsite

About The Position

EMPIRE is a premier and dynamic music company that prides itself on the development and support of independent artists. We are a rapidly growing firm that has been making waves in the music industry, with an extensive portfolio that spans multiple genres and reaches audiences worldwide. We have become the largest independent record label in the U.S., with a significant global presence covering Africa, Asia, Europe, Australia, and North and South America. We keep ourselves busy with a large range of music-related services from original content and marketing to distribution and recordings. Our commitment to artistic creativity, innovation, and progressive business solutions forms the foundation of our corporate culture. We believe in fostering talent, not just in our artists but also within our professional teams. As we continue to expand, we invite you to join us on this exciting journey. The Role Remix: EMPIRE is looking for an experienced Executive Assistant to support the President in our downtown San Francisco office. This position plays a critical role in ensuring smooth operations within the President’s office and the A&R department. This individual will manage a wide range of administrative tasks, act as a liaison between departments, and handle high-level projects to support the executive in both routine and strategic aspects of the business. The ideal candidate is organized, resourceful, adaptable, and has a passion for the music industry.

Requirements

3+ years of administrative experience in direct support of a SVP or higher level executive.
Must have experience in, and be comfortable with, regularly exercising discretion and independent judgment on matters of significance.
Must be a self starter with the ability to prioritize, organize and establish administrative procedures.
Ability to anticipate needs, problem solve, identify solutions, consider options, and take action with minimal supervision or direction.
Ability to interact comfortably and effectively with employees at all levels.
Strong proficiency in and working knowledge of Google Suite, Teams, Zoom, Powerpoint, Dropbox, Box, and Adobe Office Suite.
Excellent follow through and attention to detail.
Excellent written and verbal communication skills.
Ability to travel as needed.
Ability to work flexible hours in a dynamic environment.
Must be based in the San Francisco Bay Area or willing to relocate.

Nice To Haves

Music or entertainment experience

Responsibilities

Manage the President's calendar, including scheduling meetings, calls, and travel arrangements.
Handle confidential information with discretion and professionalism.
Prepare and edit correspondence, reports, presentations, and other documents.
Coordinate meetings, conferences, and events, including preparing agendas, taking minutes, and following up on action items.
Serve as a primary point of contact between the President and internal/external stakeholders.
Screen phone calls, emails, and other communications, ensuring timely responses and prioritization.
Assist with coordinating cross-functional teams and facilitate communication between departments.
Assist in scheduling and preparing for meetings and reviewing project progress.
Prepare and organize materials for meetings with the President.
Manage and track key projects and deadlines, ensuring they are completed on time and updated on applicable databases.
Assist in preparing for meetings, industry events, and presentations.
Support the Executive in high-level decision-making.
Ensure smooth domestic and international travel logistics for the President, including preparation of travel documents, schedules, and communication with relevant teams.
Maintain professional relationships with industry executives and other key partners.
Create and manage expense reports for the President and the A&R department.
Support the coordination and execution of industry events.
Act as A&R liaison, attending weekly meetings, keeping the department informed on artist projects, tracking recording progress, budgets, paperwork (producer/musician/engineer), album copy, and artwork.
In partnership with A&Rs, liaise with production coordinators for artist projects, and make sure all deadlines are met regarding budgets, label copy, publisher and writer credits, studio/musician and engineer credits, and invoicing.
Continuously evaluate and streamline office processes for efficiency and effectiveness.
Handle special projects as assigned by the President.