Administrative Assistant

About the job

posted this job on 10/15/08

Interscope/Geffen/A&M is currently seeking an Administrative Assistant for the Santa Monica, CA office.

Interscope/Geffen/A&M is seeking an International Marketing Administrative Assistant in their Santa Monica, CA office to provide support for two busy executives. This assistant arranges studio time, promotion and marketing budgets, and phoners (INTL phone artist interviews), as well as create and compile press kits, promotion and tour letters, coordinate make-up/groomers and film crews for as needed events. The ideal candidate possesses a strong ability to multi-task, as well as a passion for music and marketing. This assistant provides publishing, lyrics, & credit information to territories, Vinyl & CD Pro Club distribution, dub CDs and DVDs as needed. Because of the international component, the assistant works with artists, management, and executives to ensure their passports are up to date and visas are in order. A self-starter who can provide “right hand” type of assistance, who is a team player and is able to take initiative is essential for success. This requires a great deal of self assurance and discretion.

Job duties:

MPE Coordination: View & obtain performances, videos (all versions), and audio [singles, multi-track singles, remixes, album samplers, albums, radio edits] and build blasts via (eblast forms, artwork, promo text, credits ect) (INTL dept). Manage Master Inter-company and media lists (excel).

Digital Assets Coordination: Obtain domestic materials and assist with webisode creation and other viral materials to territories for the use in proper specs. Provide exclusivity rights and premieres restrictions. Commission ecard, widget, banner, DPK, & mini site creation, edits with contracted digital company. Obtain proper approvals and providing creative guidelines.

Video/Visual Tools Coordination: DLT Creation, commission edits, and video extensions, obtain transcripts, supply material for EPK editing, pursue ISRC code assignment and RMS reports filled out prior to asset delivery. Ensure video delivery via shipping betas and arrange telestreams/fibres/ftp uploads.

MUSIC/REMIXES: Obtain parts [pt/logic files] (Shipping/Uploading to FTP), commission mixers, arrange mixing, mastering & studio time, obtain approvals, make radio edits, and commission acapellas and instrumentals.

Creative: Upload cover art, press photos, logos, press releases, transcripts, etc to distribution site. Assist with press photo selection & obtain single art, posters, creation and approvals.

MERCH: Work with vendors and creative to provide art and product options for marketing directors, obtain samples approved, ordering, distribution, recharges, as well as merchandise from management for promotion.

Finance:
[Marketing]Receiving, stamping, compiling the invoice and all back-up, assign PO, retrieving territory recharges, identify billing type, and jet approvals.
[Recording]Budget creation, routing, invoice processing (logging, copying, follow-up), Po assignment, retrieving session reports, sample replay, and remixer declaration.
[Purchase Order]Budget Estimates, territory recharges, and backup

Sales & Charts: Update International chart numbers and pertinent info on artists for executive staff meetings, as well as Billboard, Soundscan, & BDS Repots for marketing directors.

Adiministrative: Arrange artist travel and schedules for listening sessions & miscellaneous promotion trips. Arrange local transport for in-town events and press junkets. Answer phones, order office supplies, file high security music (sensitive music throughout the stages), sort mail, maintain calendars, and process expense reports.

• Highly organized with strong attention to detail
• Professional demeanor, presence, attitude, and punctuality
• Excellent written, communication, and interpersonal skills
• Strong Windows, MS Word, Excel, and PowerPoint skills
• Ability to multitask with minimal supervision
• Ability to meet tight deadlines, safeguard confidential information, and work overtime as required
• Strong filing and retrieval abilities

City/State

Santa Monica/California

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