Black Box – Executive Assistant (CA)

Job Title: Executive Assistant

Location: Toronto, Canada
Company: Black Box
Timing: Immediate


Summary

Artist management firm seeking a dynamic executive assistant to handle logistics and navigate a demanding, fast-paced environment. Interface with artists, industry contacts and third-party consultants. Assist with internal communication and workflow between artist roster, managers, internal cross-functional marketing team across four offices (Toronto, New York City, Los Angeles & Nashville).


WHAT THIS PERSON WILL DO
  • Anticipate executive’s needs and make sure all work materials are available for a successful work day (ex. agendas for meetings/calls prepared, approved and printed ahead of time…)
  • Manage calendar, including the coordination and scheduling of executive meetings via conference call, virtual or in person, which requires interaction with both internal and external executives and assistants, as well as consultants
  • Liaise and coordinate with vendors and service providers
  • Arrange itineraries and oversee booking of global travel – air, hotel, ground transportation, reservations, meetings and any special needs
  • Act as a liaison between executive and various business guests, industry executives, managers, etc.
  • Coordinate in-office accommodation for guests
  • Tracking key deliverables during album and tour cycles
  • Review and file invoices, update budgets/spreadsheets, and handle payment tracking and data entry
  • Compile and submit expense reports
  • Lead day-to-day office management – IT support, monitor office supplies…
  • Prepare accurate, high-quality presentation materials as needed
  • Assist with department and company event planning and facilitation
  • Assist with special projects, errands, research and compile information as needed

WHAT THIS PERSON WILL BRING
  • Minimum of 2-3 years of experience in an administrative role within a fast-paced and time-sensitive environment
  • Bachelor’s degree required
  • Personal interest in contemporary music, entertainment, and lifestyle marketing’
  • Superior organizational and time management skills with emphasis on attention to detail
  • Excellent verbal and written communications, interpersonal skills and phone/email demeanor
  • Fluent in task management, office suite and business communication software and applications (including but not limited to Zoom, Slack, Asana, Notion, Monday, iMessage, WhatsApp, Microsoft Office, Google Drive/Apps, Dropbox, DocuSign);
  • Understanding of how to navigate airline, travel & accommodations platforms, customer loyalty programs, customer service communications, etc;
  • Demonstrated ability to think creatively, three-dimensionally and problem-solve
  • Ability to independently carry-out multiple tasks from start-to-finish with the aptitude to anticipate and prioritize
  • Understanding for how to create effective systems, streamline processes and maximize efficiency
  • Quick learner, able to retain important information such as names, dates, or ongoing priorities for quick recall and context
  • Solid work ethic and team player; highly accountable, self-motivated, pro-active, responsive and resilient
  • Have a personal vehicle or a valid driver’s license
  • Maintain confidentiality of Black Box Management business and their artists.
  • COVID-19 vaccination will be required for this position subject to legally valid

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