EA & Office Assistant
20 days ago
City of London
EMPIRE is a premier and dynamic music company that prides itself on the development and support of independent artists. We are a rapidly growing firm that has been making waves in the music industry, with an extensive portfolio that spans multiple genres and reaches audiences worldwide. We have become the largest independent record label in the U.S., with a significant global presence covering Africa, Asia, Europe, Australia, and North and South America. We keep ourselves busy with a large range of music-related services from original content and marketing to distribution and recordings. Our commitment to artistic creativity, innovation, and progressive business solutions forms the foundation of our corporate culture. We believe in fostering talent, not just in our artists but also within our professional teams. As we continue to expand, we invite you to join us on this exciting journey. Reports to: President, Global Creative Music; SVP, International Marketing, and Managing Director, Europe. Job Overview: EMPIRE is looking for an experienced Executive Assistant and Office Assistant to support executives in our London office, our UK and International headquarters. This position plays a critical role in ensuring smooth operations within the executives' offices. On the one hand, this individual will manage a wide range of administrative tasks, act as a liaison between departments, and handle high-level projects to support the executives in both routine and strategic aspects of the business. The ideal candidate is organized, resourceful, adaptable, and has a passion for the music industry. On the other hand, together with the MD, Europe, as Office Assistant this individual will lead the general operation of our office. Duties will involve greeting visitors, purchasing office supplies and taking proper inventory. You will assist the executives in administrative tasks as assigned, to maintain a positive and welcoming environment. Responsibilities and Duties: Executive Assistant: • Manage the executive's calendar, including scheduling meetings, calls, and travel arrangements., • Handle confidential information with discretion and professionalism., • Prepare and edit correspondence, reports, presentations, and other documents., • Coordinate meetings, conferences, and events, including preparing agendas, taking minutes, and following up on action items., • Serve as a primary point of contact between the executive and internal/external stakeholders., • Screen phone calls, emails, and other communications, ensuring timely responses and prioritization., • Assist with coordinating cross-functional teams and facilitate communication between departments., • Assist in scheduling and preparing for meetings and reviewing project progress., • Prepare and organize materials for meetings with the Executive., • Manage and track key projects and deadlines, ensuring they are completed on time and updated on applicable databases., • Assist in preparing for meetings, industry events, and presentations., • Support the Executive in business development initiatives and high-level decision-making., • Ensure smooth travel logistics for the Executive, including preparation of travel documents, schedules, and communication with relevant teams., • Maintain professional relationships with industry executives and other key partners., • Support the coordination and execution of industry events., • Handle special projects as assigned by the Executive., • Continuously evaluate and streamline office processes for efficiency and effectiveness. Office Assistant: • Oversee all office inventory and equipment inventory, • Share spreadsheets, • Manage office floor plan/seating chart, • Meet and Greet guest in lobby area, • Manage relationships with outside vendors: office furniture, office snacks and beverages, catering, IT/Audio, electric/HVAC, etc., • Manage relationship with building management, • Maintain company culture (outings, happy hours, book club, holidays, etc.) - monthly., • Build regular team-building outings to foster a positive working environment, • Oversee guests and employees visiting, • Oversee artist listening meetings and signing parties, • Fire Warden for emergency and First Aid procedures, • Assist with new-hire onboarding processes, and manage key cards / fobs, • Receive and sort incoming mail and deliveries, and manage outgoing mail, • Handle ups and courier pickups and deliveries, • Identify opportunities for process and office management improvements, and design and implement new systems, • Work closely with colleagues in HQ - H.R, office manager colleagues from U.S HQ Key Notes for Success: Executive Assistant: • Minimum 2 years of administrative experience in direct support of a SVP or higher level executive., • Must have experience in, and be comfortable with, regularly exercising discretion and independent judgment on matters of significance., • Must be a self starter with the ability to prioritize, organize and establish administrative procedures., • Ability to anticipate needs, problem solve, identify solutions, consider options, and take action with minimal supervision or direction., • Ability to interact comfortably and effectively with employees at all levels., • Strong proficiency in and working knowledge of Google Suite, Teams, Zoom, Powerpoint, Dropbox, Box, and Adobe Office Suite., • Excellent follow through and attention to detail., • Excellent written and verbal communication skills., • Ability to travel as needed., • Ability to work flexible hours in a dynamic environment., • Must be based in London or be willing to relocate. Office Assistant: • 1-2 years of Administrative experience, • Must have exceptional attention to detail, • Strong organizational and time management skills, and ability to prioritize, • Excellent communication, social and interpersonal skills, • Strong problem-solving skills, • Must be proficient with Microsoft Office and Google products Bonus Beats: • Music or entertainment experience At EMPIRE, we value diversity and always treat all employees and job applicants based on merit, qualifications, competence, and talent. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status. If you are passionate about the music industry, and looking for a challenging role in a fast-paced, innovative environment, apply today. We look forward to hearing from you. Perks Playlist: • Competitive Compensation Package, • Competitive Benefits Package, • Paid Time Off (Holidays, Vacation, and Sick), • Wellness Resources, • Commuter Allowance, • Cell Phone Allowance About EMPIRE: Founded in 2010 by Bay Area native Ghazi, EMPIRE is currently leading through its innovative and progressive approach to the digital music era across its label, distribution and publishing arms. With its focus on early stage artist development, the San Francisco based company has been instrumental in identifying future icons and launching the careers of both Multi-platinum and Grammy Award winning artists such as Kendrick Lamar, Fireboy DML, Yung Bleu, Migos, Asake, XXXtentacion, and Anderson .Paak to name a few. After this early success, EMPIRE was quickly regarded as a tastemaker in the industry and premier independent record label. More than a decade in, EMPIRE continues to grow – expanding the Publishing division with a partnership with superproducer Hit-Boy and his Surf Club collective and acquiring Dirtybird Records in 2022 to amplify the Dance arm. EMPIRE has expanded the team throughout the globe on the African continent, Europe, Asia, North America, and South America. With the company and roster excelling at a breakneck pace, EMPIRE has effectively disrupted a stale business model by bringing its energy, expertise, and acumen to its artists and labels. Through crafting bespoke deals that are always in favor of the artist, EMPIRE is able to form a true partnership with each artist and label on its roster. Coupled with their unique software for analytics, recoupment, and royalties, which is available to every partner, the company offers a level of transparency unprecedented in the music industry.
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