Executive Assistant

ROSTR, Inc.; Nashville (TN); On-site; USD 50,000 - 80,000; Full time

Job summary

Red Light Management in Nashville seeks an organized Executive Assistant to support a manager at one of our Nashville-based partner companies. This full-time, in-office role keeps the week running from calendar and inbox to travel, expenses, and the logistics behind every trip, show, and meeting.

Ideal candidates stay calm under pressure, anticipate needs, and have a passion for music. Proficiency with Microsoft 365, Dropbox, Concur, Chartmetric, and AI tools is valued.

Qualifications

• 2+ years of executive assistant experience or equivalent coordination experience in music, entertainment, agency, hospitality, or events.
• Music industry experience preferred.
• Proven calendar and travel management experience, including complex multi-leg itineraries.
• Exceptional organizational skills with outstanding attention to detail.
• Strong writing skills and the ability to draft correspondence in the manager’s voice.
• Ability to handle confidential information with professionalism and discretion.
• Availability for occasional after-hours and weekend events.
• Proficiency with Microsoft 365, Dropbox, Concur, Chartmetric, and AI tools.

Responsibilities

• Own the manager’s calendar end to end, including meetings, calls, shows, and travel.
• Manage priorities, anticipate scheduling conflicts, and protect time for important work.
• Schedule across time zones and around tour routing.
• Triage the manager’s inbox, handle scheduling and logistics directly, and surface what needs the manager’s input.
• Draft correspondence in the manager’s voice and prepare materials for meetings and calls.
• Book and manage domestic and international travel, including flights, hotels, car service, and visas.
• Handle travel disruptions in real time and follow through on any resulting claims.
• Prepare and file expense reports through Concur and manage reimbursements.
• Build day-by-day itineraries for tours and promo runs.
• Track and confirm show-day details and flag schedule risks ahead of travel.
• Manage guest lists and ticket requests for shows.
• Support promo events and showcases, including bookings, run of show, and vendor coordination.
• Track open items and deadlines across artists and projects, and follow up with internal teams and outside partners.
• Organize incoming requests, including performance inquiries, partnership opportunities, and tickets, and see each one through to resolution.

Skills

Calendar management

Travel coordination

Executive support

Communication

Discretion

Microsoft 365

Team coordination

Tools

Microsoft 365

Dropbox

Concur

Chartmetric

AI tools

Job description

Red Light Management, one of the world’s leading independent music management companies, is seeking a highly organized, proactive Executive Assistant to support a manager at one of our Nashville-based partner companies.

This full-time, in-office position is based in Nashville. Working directly with the manager, this role keeps the week running, from the calendar and inbox to travel, expenses, and the logistics behind every trip, show, and meeting. It’s ideal for someone who stays calm under pressure, anticipates problems before they happen, and has a passion for music.

Responsibilities

Executive & Administrative Support

• Own the manager’s calendar end to end, including meetings, calls, shows, and travel.
• Manage priorities, anticipate scheduling conflicts, and protect time for important work.
• Schedule across time zones and around tour routing.
• Triage the manager’s inbox, handle scheduling and logistics directly, and surface what needs the manager’s input.
• Draft correspondence in the manager’s voice and prepare materials for meetings and calls.

Travel & Expenses

• Book and manage domestic and international travel, including flights, hotels, car service, and visas.
• Handle travel disruptions in real time and follow through on any resulting claims.
• Prepare and file expense reports through Concur and manage reimbursements.

Tour, Show & Event Logistics

• Build day-by-day itineraries for tours and promo runs.
• Track and confirm show-day details and flag schedule risks ahead of travel.
• Manage guest lists and ticket requests for shows.
• Support promo events and showcases, including bookings, run of show, and vendor coordination.

Project Coordination

• Track open items and deadlines across artists and projects, and follow up with internal teams and outside partners.
• Organize incoming requests, including performance inquiries, partnership opportunities, and tickets, and see each one through to resolution.
• Work closely with managers, agents, labels, publicists, tour teams, and business managers to keep information flowing.

Qualifications

• 2+ years of executive assistant experience, or equivalent coordination experience in music, entertainment, agency, hospitality, or events.
• Music industry experience preferred.
• Proven calendar and travel management experience, including complex multi-leg itineraries.
• Exceptional organizational skills with outstanding attention to detail.
• Strong writing skills and the ability to draft correspondence in the manager’s voice.
• Ability to handle confidential information with professionalism and discretion.
• Availability for occasional after-hours and weekend events.
• Proficiency with Microsoft 365, Dropbox, Concur, Chartmetric, and AI tools.