Administrative Assistant (Santa Monica, CA)

Our Customer is the world's leading music company that owns and operates a broad array of businesses engaged in recorded music, music publishing, merchandising, and audiovisual content in more than 60 countries. They identify and develop recording artists and songwriters, and produce, distribute and promote the most critically acclaimed and commercially successful music to delight and entertain fans around the world.

We are seeking an Administrative Assistant on a contract basis to help support our Customer’s business needs. This role is on-site in Santa Monica, CA.

Responsibilities:

• Provide administrative support to an Executive Assistant and department leadership.
• Receive, screen, and route incoming calls and communications.
• Manage and maintain calendars, schedules, and meeting coordination.
• Coordinate domestic and international travel arrangements, including itineraries, confirmations, and travel documentation.
• Ensure all travel details are accurately reflected in calendars and provided to stakeholders before departure.
• Organize, prepare, and submit expense reports.
• Assist with department budget tracking, invoice processing, and vendor setup activities.
• Coordinate artist phone interviews and related scheduling logistics.
• Organize and manage award submission processes, including preparation and distribution of supporting documentation.
• Assist in the creation, organization, and distribution of press materials, including biographies, press kits, press reports, media alerts, press releases, event invitations, artwork, and press photos.
• Maintain and organize departmental calendars, schedules, and documentation, including media events, television schedules, and key industry dates.
• Research, compile, and distribute press coverage reports and media alerts.
• Maintain and update media contact databases and distribution lists.
• Compile, manage, and track guest lists for events, shows, and industry functions.
• Support media outreach activities for artists and promotional initiatives as directed.
• Coordinate with internal and external stakeholders to ensure the timely execution of administrative and communications activities.
• Maintain accurate records and organizational systems for department operations.

Skills and Qualifications:

• 1-2 years of administrative assistant, executive assistant, coordinator, or related administrative support experience.
• Experience supporting executives, senior leaders, or executive assistants.
• Strong calendar management and scheduling experience.
• Experience coordinating travel arrangements, itineraries, and expense reporting.
• Experience managing invoices, budgets, or vendor-related administrative processes.
• Strong organizational skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and deadlines simultaneously.
• Strong interpersonal skills and professional judgment.
• Ability to adapt communication style appropriately based on audience and situation.
• Strong problem-solving and multitasking abilities.
• Proficiency with Microsoft Office Suite, Google Workspace, or similar business applications.
• Ability to handle confidential and sensitive information with discretion.
• Experience coordinating events, meetings, or guest lists.
• Self-starter with the ability to work independently in a fast-paced environment.

Preferred Qualifications:

• Experience within the music, entertainment, media, public relations, or artist management industries.
• Experience supporting publicity, communications, marketing, or artist relations teams.
• Familiarity with media relations, press materials, and entertainment industry workflows.
• Experience coordinating artist interviews, media opportunities, or promotional activities.

We offer a competitive salary range for this position. Most candidates who join our team are hired at the median of this range, ensuring fair and equitable compensation based on experience and qualifications.

Contractor benefits are available through our 3rd Party Employer of Record (Available upon completion of waiting period for eligible engagements) Benefits include: Medical, Dental, Vision, 401k.

An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.