EA & Office Assistant

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. It involves managing a wide range of administrative tasks, acting as a liaison between departments, and handling 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.

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.

• Oversee all office inventory and equipment inventory.
• Share spreadsheets.
• Manage office floor plan/seating chart.
• Meet and greet guests 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 – HR, 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.

• 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