WHO WE’RE LOOKING FOR

Under the primary direction of the Chief Operating Officer and the Senior Vice President, Production & Event Operations, we are seeking an experienced and results-driven Executive Assistant to provide primary support to two executives and act as general support to the Entertainment & Consumer Division and the Production & Event Operations departments. You will be responsible for managing executive calendars, coordinating travel, coordinating production offices, and handling logistics for division and departmental meetings, as well as providing additional support for the Entertainment & Consumer division’s projects, events, and initiatives.

SKILLS & EXPERIENCE

• Four-year college degree preferred.
• 2 to 5 years of relevant experience. Production and/or events experience a plus.
• Knowledge of and/or experience in the music industry preferred.
• Strong proficiency in MS Office, OneDrive, SharePoint, MS Teams and Zoom, with prior experience working with spreadsheets, managing databases, and drafting memos and correspondence.
• Strong organizational and time management skills with the ability to multitask and work under pressure of tight deadlines.
• Outstanding communication skills, including calm under pressure and ability to work effectively with VIPs and their representatives. Bilingual (Spanish) is a plus.
• Ability to initiate activities and work effectively as a team member while communicating ideas clearly.
• Attention to detail with the ability to compose grammatically correct and properly formatted correspondences.
• General understanding of corporate financial and expense tracking.
• Willingness and availability to travel and work holidays, evenings, and weekends on a seasonal basis as needed.

WHAT YOU’LL DO

• Provide administrative support, including maintaining calendars, scheduling calls and meetings, creating expense reports, reconciling monthly credit card statements, coordinating Executive travel, and maintaining contact databases.
• Handle sensitive and confidential correspondence, contracts, and financial data.
• Maintain current and organized records of events, projects, process manuals, and Division/Department annual calendars.
• Manage logistics for division and departmental in-person and virtual meetings, including scheduling meeting rooms, managing catering, and invitation tracking/RSVPs.
• Collaborate with all departments from the Entertainment & Consumer Division including Artist Relations, Digital Media, Marketing & Innovation, Business Development & Partnerships, and Production & Event Operations.
• Organize and help facilitate various telecast and event production meetings, calendars, staffing lists, recap meetings, and communications.
• Support the Recording Academy’s GRAMMY Week Calendar of events.
• Support GRAMMY Awards Production Office and other on-site initiatives during GRAMMY Week and at other televised and non-televised events.
• Support the Production & Event Operations team in the planning and execution of various GRAMMY Week events.
• Track Executives ticket allocations for Awards shows and other events.
• Support quarterly division-wide meetings and strategic planning.
• Coordinate overarching organizational resources and calendars (i.e., org charts, contact sheets, key dates, etc.) for the Entertainment & Consumer Division.
• Support other projects as assigned.

PHYSICAL DEMANDS FOR CERTAIN ROLES

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is occasionally required to stand, walk, and sit for long periods of time, and work at a computer for long periods of time.
The employee will be required to lift and/or move up to 60 pounds.