Executive Assistant to VP

Avex Music Group; West Hollywood (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

Avex Music Group in West Hollywood, CA seeks an Executive Assistant to the VP to support senior leadership with personal and administrative tasks, scheduling, and day-to-day operations. The ideal candidate is discreet, proactive, and highly organized, capable of thriving in a fast-paced environment.

Responsibilities include managing the VP’s calendar, coordinating domestic and international travel, drafting correspondence, taking minutes, expense tracking, and collaborating with internal teams

Qualifications

• Excellent written and verbal communication skills.
• Self-motivated team player with strong organizational abilities.
• Discretion and strong judgment in handling confidential information.
• Detail-oriented and proactive with the ability to manage multiple priorities.

Responsibilities

• Manage and prioritize the VP’s calendar for calls, meetings, and events.
• Coordinate domestic and international travel arrangements and partner visits.
• Liaise with executive leadership, staff, partners, and legal teams.
• Handle correspondence and time-sensitive communications.
• Prepare materials for meetings and take minutes; track action items.
• Manage VP expense tracking and reporting.
• Collaborate with internal departments on projects.
• Maintain confidentiality and exercise discretion.

Skills

Communication

Self-motivation

Teamwork

Organization

Attention to detail

Judgment and discretion

Professional work ethic

Autonomy

Proactivity

Resourcefulness

Tools

Google Workspace

Microsoft Office

Zoom

Job description

The ideal candidate for the Executive Assistant to VP position is a dedicated individual with experience supporting senior corporate leadership. The primary role of this position is to assist the VP with personal and administrative tasks, communication, scheduling, and day-to-day business operations. Individuals best suited for this role are highly driven, detail-oriented, discreet, proactive, and able to operate in a fast-paced environment.

Responsibilities

• Manage and prioritize the VP’s calendar for calls, business meetings, appointments, and events
• Coordinate domestic and international travel arrangements and visits from global partners/staff
• Liaise with executive leadership, internal staff, partners, legal teams, and other key stakeholders
• Manage and prioritize correspondence and time-sensitive communications
• Prepare the VP for meetings with relevant materials and information
• Take minutes at necessary meetings, track action items, and follow up as needed
• Manage VP expense tracking and reporting
• Collaborate with internal departments on various projects
• Handle confidential business and personal information with discretion
• Anticipate needs and proactively resolve scheduling, logistical, and administrative issues
• Support with additional personal and administrative tasks as needed
• Some travel may be required

Qualifications

• Strong understanding of Google Workspace, Microsoft Office, Zoom, and related productivity tools
• Excellent written and verbal communication skills
• Self-motivated team player
• Diligent, proactive, and resourceful
• Highly organized and efficient
• Strong attention to detail
• Strong judgment and discretion
• Professional work ethic
• Works autonomously and manages priorities effectively