Administrative Assistant Project Coordinator

Peak Associates Limited; Vancouver; On-site; CAD 50,000 - 55,000; Full time

Job summary

Peak Associates Limited in Vancouver is seeking an Administrative Assistant to support the VP/GM and a busy Project Manager. The role is in-office, with work hours around 9:30am-6pm, in Vancouver, BC.

Responsibilities include calendar management, travel coordination, expense reports, file archiving, and general administrative duties. Strong MS Office and Mac skills, plus excellent organization and communication, are essential for success.

Qualifications

• Experience or interest in music industry; not required.
• Exceptionally organized and able to multitask and manage time effectively.
• Strong written and verbal communication skills; team-oriented thinker.

Responsibilities

• Calendar management and setting up conference calls and meetings.
• Travel coordination, bookings, and expense reporting.
• Archiving files, Dropbox management, and paperless organization.
• Assist with insurance claims and general office administration.
• Support demos review and coordination for client outreach.

Skills

Resourcefulness

Self-motivation

Organizational skills

Time management

Communication skills

Tools

MS Office

Mac computers

Job description

Our client is a Vancouver-based, world-class artist management firm. The company represents high-caliber, internationally acclaimed touring and recording artists, as well as platinum-selling producers and songwriters.

THE POSITION

The successful candidate will serve as an Administrative Assistant, supporting the VP/GM, along with a busy Project Manager. The position is in-office in Vancouver, BC and hours are approximately 9:30am-6pm.

RESPONSIBILITIES:

• Calendar management,
• Setting up conference calls, call times and meetings
• Scheduling personal + professional appointments and meetings
• Computer backups, junk mail checking, general technological maintenance
• Organizing and keeping track of contact information
• Organizing information and paperwork
• Travel grant applications for staff
• Expense reports
• Opening and distributing mail
• Coordinating and booking travel
• Ensuring all travel requirements/protocols are met
• Upkeep and registering for travel rewards programs
• Password log and upkeep
• Tracking travel rebills
• Various mailing, faxing, shipping, photocopying
• Listening to demos/ present potential new clients
• Coordinating phone service for international travel
• Upkeep of travel calendar
• Archiving files
• Dropbox management and organization
• Personal assistant duties as needed
• Processing insurance claims
• Contribute to brainstorm sessions and idea generation on behalf of clients, to support releases and tours
• Other client-specific activities as directed by project managers
• Task-specific coordination for clients
• Coordinating client and partner gifts and cards

SKILLS & EXPERIENCE REQUIRED

• Resourcefulness, self-sufficiency, and drive to grow your career
• Interest in music industry and artist management
• Experience in music industry, even if limited, is a bonus but not required
• Exceptionally organized and able to multitask and manage time effectively
• Ability to manage a large volume of tasks
• Ability to handle challenging situations, be proactive, troubleshoot and problem-solve
• Knowledge of MS office and Mac computers is essential
• Ability to work as part of a close-knit team
• Exceptional attention to detail
• Strong written and verbal communication skills

Availability outside of regular office hours. If you’re looking for a 9-5 job, this may not be for you.

The salary range for the position is between $50,000-$55,000 annually, to commensurate with experience.