Receptionist / Executive Admin Assistant

Relcap Limited - New York, NY

Full-time - Entry Level

New York, NY

Professional, Scientific, and Technical Services

About the position

The Executive Administrative Assistant at Sony Music Entertainment provides high-level administrative support to the leadership office, ensuring smooth operations and effective communication within the executive team. This role involves managing complex schedules, travel arrangements, and various clerical tasks while maintaining professionalism and enthusiasm in a fast-paced environment.

Responsibilities

• Provide day-to-day high-level administrative support including answering phones, maintaining calendar, and arranging conference calls.
• Arrange complex travel arrangements for the Executive alongside the Senior Executive Assistant.
• Prepare and submit expense reports in a timely, accurate, and efficient manner.
• Maintain an accurate and current list of internal and external contacts.
• Oversee clerical tasks, such as sorting and sending mail and packages.
• Welcome visitors to the office and manage the visitor guest list.
• Keep an inventory of office supplies and materials as needed.
• Oversee touring schedules across all internal labels and markets.
• Support the Senior Executive Assistant in managing a constantly changing schedule and meetings.
• Anticipate the executive's needs throughout the day in terms of meeting preparation and arising issues.
• Coordinate internal events and conferences with the Senior Executive Assistant.
• Gate-keep and monitor the flow of multi-platform communications to and from the Office.
• Liaison between the executive and artists, managers, attorneys, publishers, producers, writers, and internal staff.
• Stay up-to-date on music business and internal company news.
• Complete miscellaneous projects and tasks as assigned in a timely and accurate fashion.
• Provide daily support for the Executive Floor including back-up support for the Executive Assistants.
• Maintain schedules for the Executive Floor conference rooms.
• Assist in planning company functions alongside the Senior Executive Assistant.

Requirements

• At least 5-7 years of prior administrative/executive assistant experience for a senior-level executive.
• Experience in the music industry is preferred.
• Extremely organized and detail-oriented.
• Strong proficiency in Microsoft Word, PowerPoint, Excel, and Outlook.
• Strong proficiency in Concur or other similar expense applications.
• Ability to adapt and maintain composure in a fast-paced, ever-changing environment.
• Able to handle confidential information with professionalism and discretion.
• Expert level written and verbal communication skills.
• Exceptional interpersonal and phone skills to interact with internal and external partners at all levels.
• Ability to act competently while maintaining a calm and professional demeanor.
• Cooperative with other employees to ensure effective office operations.
• Ability to work independently and manage multiple projects simultaneously.
• Availability to work overtime.
• Office first role, in office 4 - 5 days per week.

Benefits

• Inclusive, collaborative, and global community.
• Modern office environment designed for productivity and creativity.
• Comprehensive benefits package including medical, dental, vision, life & disability coverage, and 401K with employer matching.
• Voluntary benefits like company-paid identity theft protection, mental health resources, and fertility coverage.
• Fully paid leave for childbirth or bonding, caregivers, and reimbursement for adoption, surrogacy, tuition, and student loans.
• Investment in professional growth and development.
• Time off for a winter recess.