Administrative Assistant Project Coordinator

Job summary

Provide high-level administrative and project coordination support to the VP/GM and Project Manager. Key duties include managing calendars, booking complex travel, handling expense reports, and assisting with client-specific activities for artists.

Job details

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

What you’ll do

Provide high-level administrative and project coordination support to the VP/GM and Project Manager. Key duties include managing calendars, booking complex travel, handling expense reports, and assisting with client-specific activities for artists.

Requirements

Candidates should be exceptionally organized and proficient in MS Office and Mac computers. While music industry experience is a bonus, the role requires a proactive individual capable of managing a high volume of tasks and working flexible hours.

Listed skills

• Time management · Preferred
• Project Coordination · Preferred
• written communication · Preferred
• Problem solving · Preferred
• Organization · Preferred
• Administrative Support · Preferred
• Attention to detail · Preferred
• MS-Office · Preferred
• Multitasking · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Calendar Management
• Travel Coordination
• Expense Reporting
• MS Office
• Mac OS
• Multitasking
• Time Management
• Problem Solving
• Written Communication
• Verbal Communication
• Attention To Detail
• Organization
• Project Coordination
• Administrative Support
• Dropbox Management
• Resourcefulness

Job areas

• Administrative
• Creative & Media
• Management & Leadership