Administrative Assistant Project Coordinator

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 • Prepping for meetings (scheduling, prepping boardroom, catering, research) • 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.

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