Position : Executive / Admin Assistant – Music Publishing
Location : Los Angeles (Hybrid / Remote flexibility, with at least 3 in-office days)
Reporting to : Two Executives
Supervisory Role : May oversee 1-2 interns
About Us
We’re a rapidly growing music publishing company that delivers top-tier music to clients across various platforms. Our streamlined processes and collaborative environment enable us to produce high-quality work, exceed client expectations, and support the growth of everyone on our team.
Key Responsibilities
1. Catalog & Metadata Management
- Ingest New Submissions : Gather song assets (lyrics, WAV files, writing splits, etc.) and maintain a well-organized database.
- Metadata & Tagging : Regularly audit records in DISCO to ensure tags, genres, writers, splits other clearances are accurate and up to date.
- Song Presentations : Compile and send curated song playlists for sync briefs or other client requests.
2. Administration & Executive Support
Calendar & Meeting Management : Coordinate schedules, set up calls / meetings, and handle travel arrangements as needed.Communication & Email : Draft and respond to emails on behalf of executives, route inquiries, and maintain professional correspondence.Office Management : Oversee basic office needs (supplies, mail, reception duties) andEvent Planning. Assist with occasional event planning.3. Writer & A&R Team Coordination
Briefs & Catalog Direction : Keep creative briefs updated, track catalog genre gaps, and share insights with A&R team.Payment & Registration Queries : Field questions on royalties, registrations, payments and direct them to the appropriate contacts.Info Gathering : Collect any other relevant music business data to aid A&R and creative teams.4. Client & Partner Relations
Publishing Administrator Liaison : Submit new songs to admin partner, coordinate with external admin / marketing teams, and ensure our catalog stays current in their systemClient Care & Gifting : Send thank-you or celebratory items to music supervisors and clients after successful placements.Outreach Reminders : Prompt sales and creative teams on select follow-ups to sustain regular client engagement.5. Project Management Assistance
Deliverables & Deadlines : Stay across timelines for briefs and custom jobs; assist project managers with deliverables and updates.Paperwork & Forms : Prepare composer, vocalist, or union forms; manage signature collection via DocuSign.Routing & Approvals : Forward invoices or contracts to the appropriate parties for sign-off.Project Tracking : Use Monday.com to maintain and update clear project statuses, deadlines, creative splits, client information and media distribution6. Collaboration with Media Manager
Website, Social Media & Distribution : Assist Media Manger with updates to our online platforms and distribution platformsBasic Design Tasks : Use Canva for basic material; event posters, invites, basic 1 sheets or deck updates. Leave major creative work to the Media Manager.7. Tools & Technology
Software Proficiency : Adept in DISCO (music catalog software), Monday.com, Google Workspace (Docs, Sheets, Calendar), DocuSign. Skilled using Chat GPT & other AI solutions to maximize efficiency and workflowWorkflow Optimization : Spot inefficiencies and propose solutions to streamline operations.8. Supervision
Intern Oversight : Guide 1-2 interns with tasks and professional development.Qualifications
Experience : 3 years administrative or executive assistant experience strongly preferred; music industry knowledge is a plus but not required.Technical Skills : Comfortable with Google Workspace, Slack, Monday.com, DISCO, Canva, ChatGPT & other AI tools.Organization & Detail : Skilled in multitasking, prioritizing work, and keeping track of deadlines without supervision.Communication : Exceptional written and verbal skills; confident drafting professional emails and anticipating executives’ needs.Flexibility & Resilience : Able to adapt to changing priorities, handle pressure, and remain solutions-oriented.Initiative : Proactive in finding ways to improve processes and streamline tasks.Availability : Standard business hours (9am–5pm) with occasional off-hour needs.Why Join Us?
Growth Potential : Opportunity to evolve into a higher-level role for the right candidate.Team Culture : Supportive, collaborative environment where individual accomplishments become shared victories.High Impact : Play a key role in keeping our operations running smoothly, supporting top-level executives, and driving efficiency and growth.Hybrid Work Model : Balance remote work with in-office collaboration for flexibility and productivity.If this role sounds like a fit for your organizational prowess and entrepreneurial drive, we’d love to hear from you!
