Executive Assistant and Administration

The Company
The American Association of Independent Music (A2IM) is a not-for-profit trade group representing independently owned recorded music companies. A2IM is uniquely positioned in serving as a central voice for a diverse community of independent labels. A2IM operates within the United States focusing on government advocacy, education, and creating business opportunities for its community. Our membership comprises more than 500 record labels including Concord, Beggars Group, Epitaph, EMPIRE, Ninja Tune, MNRK, and Stones Throw, as well as nearly 200 related music businesses such as Spotify, Discogs, EnterGain and YouTube. A2IM represents members’ interests in the marketplace, in media and tech, on Capitol Hill, and as part of the global music community. A2IM focuses on government advocacy, education, and creating community through networking for its members.

Position Summary
The Executive Assistant and Administration role supports the CEO and the COO with scheduling and travel, supports A2IM board by scheduling meetings, planning retreats, distributing pre-meeting materials and taking meeting notes, supports the membership team managing CRM and onboarding new members, and performs general office duties that enable A2IM’s mission of supporting growth, awareness, and opportunities for independent music through advocacy, education, and community. This individual will also work on projects for the Foundation for Independent Music.

This role requires a high level of organizational skills. The ideal candidate is a proactive and creative self-starter who will be able to work efficiently, professionally, and with a keen eye for detail. The highest level of courteous customer service, efficient communication skills, and a positive attitude are imperative.

The position is based in New York City, works full-time on a hybrid basis, and reports to the Chief Operating Officer.

Specific Responsibilities

Executive Assistant to the CEO and the COO

• Coordinating meetings and travel and communicating on the executives’ behalf
• Managing calendar and emails for the executives
• Scheduling meetings for the executives
• Taking accurate meeting notes and minutes; distributing them as needed
• Organizing an annual board retreat and board meetings throughout the year
• Filing on-time, monthly, expense reports for yourself and the executives
• Sending emails on behalf of executives when applicable

Administration

• Coordinating, scheduling, taking notes, and disseminating minutes for working groups, recurring staff meetings, and other meetings as needed
• Coordinating staff, member, and client socials and events as needed
• Member and client invoicing via Hubspot and Quickbooks
• Answering customer service questions about accounts payable
• Managing membership activation and termination on CRM
• Onboarding new members to Infohub
• Uploading, reviewing and approving job board listings
• Keeping membership discounts, offers, codes, and other benefits up to date
• Paying invoices sent to A2IM and FIM
• Assisting sales team in completing required paperwork in a timely manner
• Assisting staff in research
• Filing and reviewing staff expense reports
• Managing the office and light general office duties
• Organizing and physical and digital files
• Assisting the team with any administrative tasks that may come up day-to-day, or researching possible solutions
• Brainstorming ideas for A2IM’s initiatives and execute administrative work for each initiative (ticketing, email communications, etc.)

Qualifications

• Highly organized, detailed, accurate, and admin-savvy
• Go-getter; assertive problem solver
• High standards of discretion and trust
• Impeccable written and spoken communication and interpersonal skills, including phone skills
• Effective prioritization, time, and project management skills
• Excellent facility with numbers
• The drive to go above and beyond to deliver world-class service for our members
• CRM, data management, analytical, and reporting skills; familiarity with Hubspot a plus
• Tech-savvy including use of Slack, MS Office (Word and Excel), and Google suite
• Record label, music publishing, music distribution, management, or other relevant music industry experience is an asset

Compensation
Competitive salary, incentive and benefits will be offered, commensurate with the role and the final hire’s experience. Depending on the job relevant knowledge, skills, abilities, experience, education, network and location of the final hire, the base salary is anticipated at an annual rate of $55,000 paid hourly.

Contact
EnterGain is the exclusive recruiter on this project. Interested, qualified candidates are encouraged to apply directly to this posting.

Equal Opportunity & DEI
A2IM is an equal opportunity employer and makes employment decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability status, age, or any other status protected by law. Further, the company strives to create a diverse, welcoming, equitable and inclusive environment for all applicants, employees and partners.

Disclaimer
The job description above is intended to set forth the general nature of the work that will be expected of the person who takes on this role. The job description is not, however, meant to be construed as an exhaustive list of all the duties and responsibilities required for this role. From time to time, all colleagues may be required to perform duties outside their normal responsibilities as needed, and the priorities within each role evolve over time based on the needs of the business.