Overview
Administrative Assistant Jobs in Santa Monica, CA at Jobility
Title: Administrative Assistant
Company: Jobility
Location: Santa Monica, CA
About Us
The world’s leading music company operates across recorded music, music publishing, merchandising, and audiovisual content in more than 60 countries. It is committed to artistry, innovation, and entrepreneurship while developing and promoting globally recognized artists and songwriters.
The Opportunity
An international music division is seeking an Executive Assistant to support the EVP, International Marketing. This role requires exceptional organization, discretion, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. The ideal candidate is proactive, resourceful, and comfortable supporting senior leadership while handling confidential information with professionalism.
Key ResponsibilitiesExecutive Calendar & Scheduling
- Manage complex calendars and scheduling through phone, email, and Microsoft Outlook
- Coordinate and prioritize meeting requests
- Ensure the Executive remains on schedule and prepared for meetings
Office & Meeting Support
- Screen, manage, and route incoming calls with discretion
- Coordinate conference room, Zoom, and AV setup
- Welcome internal and external meeting participants
Administrative Support
- Arrange domestic and international travel, accommodations, and transportation
- Process travel and entertainment expenses
- Order and coordinate catering for meetings
- Draft and distribute professional internal and external communications
- Maintain electronic files, records, and email archives
- Manage shipping, office supplies, company mobile phones, and credit cards
- Process invoices and support vendor payments
- Maintain an organized executive office environment
- Prepare presentations, reports, meeting materials, and other projects as assigned
- Provide administrative support to the broader international team as needed
QualificationsSkills
- Strong interpersonal skills with the ability to work effectively across all levels of an organization
- Professional communication and customer service skills
- Highly organized with excellent time management and follow-through
- Self-motivated, proactive, and adaptable
- Strong attention to detail and ability to manage multiple priorities
- Proficiency with Microsoft Office applications
Experience
- 1–2 years of administrative or executive support experience preferred
