Personal Assistant

Personal Assistant

Los Angeles, CA - FT Perm (Hybrid Role)

Company Description

From one tiny Santa Monica office in 2014, we now have offices in 15 major cities worldwide, delivering 100%+ YoY revenue growth in recent years. In this short time span, we have developed some of the most progressive teams and technologies and continue innovating how B2B music is researched, discovered, created, and transacted.

With these capabilities, we've helped our clients grow their businesses and foster positive brand affinity with their respective audiences - all through the power of music. Our clients include Google, Adidas, Netflix, VRBO, Fenty, and many more.

We're thrilled to celebrate their success and are proud our efforts have been recognized across the creative industry. Our teams regularly receive top awards such as Cannes Gold Lion, D&AD, Clios, Music and Sound Awards, London International Awards, Transform, and more. And yet, our work is far from done. We will continually challenge ourselves, question, and strive for excellence…. All done with a shared love of music and technology and changing the industry for good.

Job Description

We are looking for a Personal Assistant (PA) to come on board and join our US team.

Reporting directly to senior management, the PA plays a crucial role in delivering both in-person and remote executive support, showcasing outstanding communication skills, and demonstrating an unwavering commitment to precision. In this capacity, they act as an integral hub of organization and essential administrative support for the Executive Leadership Team (ELT).

To thrive in this role, you'll support the ELT, bridging connections among internal stakeholders, senior representatives from potential partners and investment firms, and vital business information. You'll anticipate, prepare, and refine projects, meetings, materials, and all the elements needed for the efficient execution of daily tasks, proactively mitigating potential challenges while upholding the ELT's ability to execute efficiently.

Your ability to adapt and foresee needs is a key asset, and you'll relish operating in a dynamic, entrepreneurial environment driven by a mission and results-oriented approach. There is room to grow for the ideal candidate who will demonstrate exceptional judgment and initiative across a spectrum of situations, deftly balancing multiple responsibilities and often conflicting priorities, all while serving as a trusted partner committed to achieving the company's objectives.

Main Job Duties

Your role would include, but not be limited to the following:

As the key support for the CEO and ELT, you'll play a pivotal role in the ELT's efficient operation of the organization. This involves a multifaceted set of responsibilities.

You'll be:

• Meeting weekly with your manager to continuously implement and refine internal processes, to facilitate seamless collaboration among various parties to optimize workflows

• Managing communication channels between the CEO, ELT, and employees, acting as a crucial liaison

• Planning and executing a diverse range of tasks, ensuring priorities are met, business goals are attained, and best practices are upheld. This includes the creation of ELT agendas for the meeting lead, taking meeting notes (timezone dependent), and tracking and management of follow-on actions

• Handling administrative tasks, banking, mail, email, calls, and travel arrangements, as well as the preparation of essential documents and materials. This includes fulfilling online and in-person tasks as needed

• Coordinating intricate scheduling and extensive calendar management, overseeing the content and flow of information to senior executives

• Upholding the highest levels of confidentiality and discretion, you'll handle tasks such as expense reports and sensitive correspondence or situations with professionalism and care

• Hands-on, including the drafting of acknowledgment letters, personal and business correspondence

• Utilizing your excellent writing skills to work with the internal communications team, assembling materials and key messaging from your weekly ELT or wider interactions which may be appropriate for internal distribution (newsletter, company updates, email)

• The office manager should an office be established, fulfilling such responsibilities as liaising with building management, maintaining supplies, managing mail, equipment or hardware, and facilitating on-site support for employees and visitors

• Managing logistics and tasks necessary for any office set-ups or relocations

• Taking charge of all the required arrangements to facilitate seamless in-person meetings or offsite events for the Executive Leadership Team (ELT). For international meetings your responsibilities will encompass scheduling, logistical coordination, and the fulfillment of any requirements essential for the success of these gatherings

• Providing other executive and business support as needed

Desired Skills & Experience

• Solid experience in an administrative and hands-on role reporting directly to upper management

• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail

• Solid interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and investors

• Excellent written and verbal communication skills

• Copywriting and basic knowledge of assembling internal communication materials such as emails, newsletters, and written or video presentations a plus

• Highly resourceful team player, while being a self-starter is a must

• Able to handle any sensitive information or situations with absolute confidentiality and discretion

• Quickly gain competence and earn trust, learning the ELT's communication styles and approaches as fitting for each recipient, with an ability to 'read between the lines' of what's unfolding and determine the best approach

• Excellent with Google Suite tools and apps (Gmail, docs, sheets, and forms)

• Proficient in Microsoft Suite of tools (Word, Excel, PowerPoint)

Personal Attributes

• You love music and are passionate about Songtradr's mission to increase the value of music for all

• You get things done but also know how to say no or hold the line on established practices while remaining respectful

• You thrive in a dynamic, fast-paced work environment characterized by occasional ambiguity

• You are flexible in your approach and find satisfaction in effectively juggling multiple tasks and responsibilities.

• You find solutions and create tangible, positive impacts in all that you do

• You can't help but get the details right!

• You have a professional approach that is personable and down-to-earth which is appropriate for any stakeholder, internal or external

How You'll Fit Songtradr's Culture

CONSCIOUSLY COLLABORATIVE:

You understand 'team' and collaborate with kindness and respect

HUMBLY CONFIDENT:

You're confident but are never arrogant

DILIGENTLY DRIVEN:

You're self-motivated, hard-working, and get results

INNOVATIVE SOLUTIONS:

You're positive, open, and passionate about finding innovative solutions

GOOD BUSINESS FOR ALL:

You do what's good for the business

Perks of the Job

• Flexible remote/hybrid work dependent on role

• Paid vacation time

• Health care benefits: dental, vision, 401 (k)

About Songtradr

You are welcome at Songtradr for who you are, no matter where you're from, what you look like, or what's playing in your headphones. Our platform is for everyone, and so is our workplace. The more voices we have represented and amplified in our business, the more we will all thrive, contribute, and be brilliant. So bring us your personal experience, your perspectives, and your background!

Since our launch in 2016, we have always been driven by our love for music and our intention to bring positive change to the industry. Today, that intention remains. We aim to continue the journey of unlocking the potential of human creativity through conscious innovation.

We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, maternity, marital status, diversity of thought, disability, age, or national origin.