Overview

Purpose of Role:
To provide high-level administrative support and department coordination to the EVP of International for Capitol Music Group

Key deliverables:
Professional Support & Representation of the Executive and Department
Serve as first point of contact for the executive and staff
Protect and enhance the executive’s image both internally and externally
Facilitate two-way communications throughout the organization
Maintain up-to-date awareness of the executive’s obligations in order to proactively assist and/or anticipate needs
Foresee and/or manage risk, conflicts, and problem areas
Ensure that reports are effective, provided on a timely basis and subject to rigorous standards
Respond to changes within and affecting the function; proactively alter priorities when necessary
Able to work in a high pressure, detail -oriented function that changes on a daily basis
Management of the Executive and Department Schedule
Answer all incoming calls; take and log messages as needed; ensure that messages are accurate and delivered in a timely fashion
Maintain appointment schedule; planning, updates, and notifications as necessary
Arrange all international, oftentimes extensive travel plans for the executive / Artist mgmt. and obtain approvals in a timely fashion
Coordinate special projects as needed
Administration of the Office Routine
Manage incoming mail and complete correspondence
Process expense reports, ensuring that the correct coding is used; resolve payment issues
Create and maintain effective filing system, both electronic and in hard copy files
Maintain database of all contacts & contacts
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JOB REQUIREMENTS:
Degree qualified or equivalent experience
At least 3 years of assistant or department coordination experience supporting an executive or multiple managers within a department
Strong computer skills required: typing skills of 60 wpm; PC experience (proficiency in MSWord & Excel, familiarity w/PowerPoint)
Good letter writing and status report maintenance skills a must, plus strong grammar and organizational skills
Internet savvy
Excellent oral and written communication skills
Multi-tasking and follow-up
Must be a self-starter with the ability to prioritize, organize and establish administrative procedures and work under pressure
Ability to handle confidential information and interact with high-level executives
International experience preferred
Bilingual skills preferred