Executive Assistant

Job Description

About ASCAP

The American Society of Composers, Authors and Publishers (ASCAP) is a professional membership organization of songwriters, composers, lyricists and music publishers of every kind of music and operates on a not for profit basis. ASCAP's mission is to license and promote the music of its members and foreign affiliates, obtain fair compensation for the public performance of their musical compositions and to identify and match such performances to the fractional shares of copyright ownership and finally to distribute the royalties that it collects based upon those performances. ASCAP members write the world's best-loved music and ASCAP has pioneered the efficient licensing of that music to hundreds of thousands of enterprises who use it to add value to their business - from bars, restaurants and retail, to radio, TV and cable, to Internet, digital and mobile services and more. The ASCAP blanket license offers an efficient solution for businesses to legally perform ASCAP music while respecting the right of songwriters, composers, lyricists and music publishers to be paid fairly. With more than 875,000 members representing more than 16 million copyrighted works, ASCAP is the worldwide leader in performance royalties, service and advocacy for songwriters and composers, and the only American performing rights organization (PRO) founded and governed by its writer and publisher members. Learn more and stay in touch at www.ascap.com, on Twitter and Instagram @ASCAP and on Facebook.

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Job Overview: The Executive Assistant is an integral member of the ASCAP International Affairs team providing executive and administrative support directly to the EVP, International Affairs. The Executive Assistant will also serve as the primary backup executive support for the Office of the CEO and assist the wider administrative team at ASCAP in coordinating various functions across all departments. Other executive support duties may be added or modified as necessary over time. The Executive Assistant must have the ability to exercise sound judgment in a variety of situations, communicate with exceptional written and verbal communications skills, and exhibit excellent organizational skills and attention to detail. The Executive Assistant must be able to effectively work under pressure while managing a wide range of competing priorities and tasks with sensitivity, confidentiality, professionalism and discretion.

Areas of Responsibility/ Accountability:
• Provide executive administrative support to the EVP of International Affairs and the Office of the CEO, as needed, in a fast-paced, dynamic environment.
• Partner effectively with the EVP, International Affairs and the Office of the CEO, as needed, to ensure that the EVP and CEO are well informed and prepared for upcoming commitments and responsibilities, proactively following up and providing reminders as needed.
• Manage an extremely active calendar of meetings, events, and appointments, including meetings with foreign societies located internationally.
• Show foresight in identifying potential issues and scheduling conflicts.
• Compile and assemble documents and presentations, including confidential and sensitive information.
• Interact and correspond with all levels within the organization and externally with other organizations, including their senior management.
• Prepare and revise written documents and correspondence as needed.
• Provide calendar support/management and ensure meeting attendees are confirmed.
• Maintain and track team calendar (e.g., travel, days off, key events, and items of note etc.).
• Coordinate complex travel arrangements, car rentals, hotels, and create itineraries and travel packets, including international travel.
• Manage and organize flow of communication, keeping track of required action and due dates.
• Create expense reimbursement forms and track various business expenses.
• Coordinate onsite and offsite meetings.
• Coordinate and attend weekly team meeting.
• Liaise with outside vendors, foreign societies, and industry organizations as necessary.
• Create and/or maintain accurate files.
• Maintain confidentiality of sensitive information.
• Answer and screen all phone calls and manage all other incoming data.
• Provide executive administrative support to other members of senior management as needed.

Qualifications and Requirements:
• A minimum of 10 years' of experience supporting senior level executives; relevant industry experience preferred; media/music industry experience preferred.
• Experience managing multiple calendars.
• Exceptional written and verbal communication skills.
• Ability to prioritize work responsibilities.
• Ability to exercise good judgment and maintain the highest level of confidentiality.
• Ability to multi-task and handle shifting priorities/deadlines with grace and a positive attitude.
• Ability to work well in a team environment with others.
• Reliable and punctual.
• Flexible work hours, willingness to respond as needed given international travel and partners.
• High level of proficiency with MS Office (Excel, PowerPoint, Word).
• Bachelor's degree or equivalent preferred
• Proficiencies in multiple languages a plus, but not required.

Please be aware that ASCAP is not a nut-free or other allergen-free workplace.

As a condition of employment, ASCAP requires all employees to be fully vaccinated (including a first booster, when eligible) against COVID-19. ASCAP will make reasonable accommodations for those who are unable to obtain a COVID-19 vaccination, where required by federal, state and local law, and in accordance with ASCAP's policies.

ASCAP is an equal opportunity employer. All ASCAP employment decisions are made on the basis of individual qualifications and performance and not on the basis of race, national origin, ethnicity, sex, age, marital status, sexual orientation or preference, gender identity, genetic information, disability, handicap, color, creed, religion, veteran status, or any characteristic protected by applicable federal, state or local laws.

Jobcode: Reference SBJ-rn3nkm-3-145-166-7-42 in your application.