Executive Assistant - CEO
Description
Job Description
TuneCore is looking for a dynamic Executive Assistant to provide administrative support to the CEO and incoming CTPO. The Executive Assistant plays a key role in TuneCore’s success by providing administrative, scheduling and organizational support to our senior leadership.
Reporting to the Chief of Staff, the Executive Assistant will be organized and proactive with high attention to detail and strong time management, problem-solving, and communication skills. This is a great opportunity for a seasoned executive assistant, with CEO support experience, who wants to be part of a company that is driving transformation and impact to evolve TuneCore to the next phase of growth and continue to lead the music industry forward with innovation as the music landscape continues to become more digital. They will directly support executives who are music industry thought leaders and innovators. They must thrive in a fast-paced environment working across multiple time zones/geographies while representing the TuneCore brand with professionalism, a positive spirit and a high-level of service.
The tasks and responsibilities of this position include, but are not limited to:
Calendar Management & Communication
- Schedule - Manage complex and ever-changing day-to-day schedules of the CEO and CTPO via Microsoft Outlook, scheduling and organizing meetings across multiple time zones.
- Calendar - Provide sophisticated calendar management and meeting scheduling with understanding of team priorities and goals. Ensure that all preparations are made prior to the meeting time. Book conference rooms, arrange video call instructions, register visitors, order food (if necessary) and coordinate cross functionally to ensure agendas and materials are prepared and shared ahead the meetings.
- Meetings- Prepare for meetings and appointments by creating agendas, preparing conference rooms and audio/visual needs. Be present in team meetings, as requested, and follow up on action items
- Email Correspondence - Correspond with TuneCore and Believe leadership as well as internal and external partners (candidates, vendors, etc.,) on behalf of the CEO and CTPO
- Confidential Information - Handle confidential information meticulously; escalate any required information with discretion
- Proactivity - Ensure C-level team remains organized and on-schedule through proactive, consistent communication throughout the day
Travel & Events
Travel - Book and prepare comprehensive travel arrangements (for complex international and domestic itineraries) as needed (flights, hotels, trains, visas, car service, reservations, meeting agendas, etc.)
Department Support
- Establish and nourish relationships at very senior levels of Believe maintaining a professional demeanor and ease of access to top executives
- Partner with Believe Executive Assistants and TuneCore department leaders to align calendars
- Oversee all planning for company-wide town halls and events by coordinating with office management and IT on logistics, sending company-wide calendar invites
- Manage team calendar of Executive Committee
- Plan and execute Executive Committee events
- Additional ad-hoc departmental and company projects
Financial Management
- Oversee C-Suite and departmental expenses submitting all necessary T&E in Expensify in a timely manner
- Reconciling and processing invoices for key projects
Requirements
Qualifications
- At least 7+ years Executive Assistant experience medium to large firms w/ highly dynamic, fast-paced environments
- Proven experience as a CEO executive assistant
- High degree of professionalism in dealing with outside partners and senior executives
- Excellent verbal and written communication skills
- Excellent time management skills with ability to multitask and work proactively with a can-do attitude; always thinking one-step-ahead
- Exceptional organizational skills, attention to detail, and ability to prioritize
- Decisive and independent problem solver, with ability to show intuition and flexibility. Able to work independently with minimal supervision as well as part of a team
- Strong ability to work well under pressure in a fast-paced environment with a positive attitude
- Significant experience working in Microsoft Outlook, Google Suite, and PowerPoint required and highly proficient in all other Microsoft Programs (Excel, Word, etc.)
- Experience managing highly sensitive information with discretion and professionalism
- Consistent desire to go above and beyond in all capacities
- Appreciation for working in a multi-cultural environment
- French Speaker a plus
- BS/BA degree
How to apply
Apply via link
TuneCore
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TuneCore is the premier digital music distributor with one of the largest music catalogues in the world. Since its launch in 2006, TuneCore artists have earned over a billion dollars in download and streaming revenue.