Executive Assistant

The Guild of Music Supervisors is a 501(C)(6) non-profit organization with the mission to promote the craft of music supervision for the mutual benefit of all media stakeholders in film, television, games, advertising, trailers, and emerging media.

Working 20-25 hours per week under the direction of the President, Vice President, and Operations Manager, the Executive Assistant will perform a wide variety of administrative work, exercising independent judgment, and relieving the Operations Manager of administrative detail; serves as liaison between leadership, staff, members, and others.

Works closely with and provides support to the Operations Manager on various projects.

Interfaces with and provides support to the Board and various Committees.

Hybrid (80% remote, 20% in person).

Qualifications:

• Working knowledge of general office administrative procedures.
• Good analytical and organizational skills.
• Excellent interpersonal skills.
• Ability to deal with a wide variety of individuals via email, text, and Zoom.
• Ability to plan, organize, and handle multiple tasks despite interruptions.
• Capable of working well independently and in teams.
• High level of diplomacy, tact, and discretion.
• Ability to maintain a flexible attitude and approach towards work assignments.
• Bachelor’s degree and two years of relevant work experience preferred. Experience may substitute for education.
• Ability to follow policies and procedures.
• Excellent oral and written communications skills.
• Very familiar with office practices, procedures, and software including word processing, spreadsheets, databases, PowerPoint and other related programs, including Google Suite and Zoom.
• Ideally but not required: experience with Airtable and Wild Apricot.
• Effective research methods and report writing techniques.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Exercise good judgment; reason logically and draw valid conclusions.
• Maintain confidentiality and establish and maintain cooperative and effective working relationships with others.
• Work independently with little direction; meet schedules and timelines.
• Background in music that may have been obtained either as a student or through work experience. College degree or equivalent preferred.
• Monday through Friday schedule.

Compensation

$18 to $25 per hour depending upon experience.

Duties and Responsibilities

• Assistant to President, Vice President, and Operations Manager.
• General Admin: Manages calendars, daily meeting reminders, and inbox/inquiries of President, Vice President, and Operations Manager. Manages To Do lists and follow-up items. Assists with letter drafting, research, purchases, and asset organization/retrieval. Helps gather executive approvals needed by various GMS team members, volunteers, sponsors, etc. Helps create draft correspondences for GMS officers, board members, committees, GMS members, etc.
• Meetings: Helps prioritize and schedule meetings. Attends and provides digital assistance for Awards and Board meetings. For the latter, runs admin (sharing documents and links, creating polls, playing clips, etc.) and takes minutes. Work with President/Vice President to create meeting agendas. Help draft updates, agendas, and meeting requests to GMS Board. Attends weekly team check-in meetings and helps Operations Manager share information with staff. Sets, confirms, and attends extra meetings such as emergency Board meetings.
• Management Assistance: Assists Operations Manager with managing other staff, volunteers, and coordinators. Assists every two years (?) with onboarding of new GMS Executive Board including: President, Vice President, Secretary, and Treasurer. Assists with scheduling interviews and liaisoning between GMS Exec leadership and potential staff and volunteers.
• Events:
• Awards (Feb-March): helps respond to ticketing inquiries and FAQs, and assists with gathering FYC access links and passwords. Fact-checks and proofreads Awards communications, helps compile list of nominees, projects, and company contacts. Helps set up and monitor awards voting and submission portals. Helps with event setup and breakdown. May help create and assign Awards discount codes. May help create Awards assets in Canva.
• Conference (July-August): helps create To Do list for President / Vice President and Manager as event approaches. Follows up weekly. Works with Operations Manager and volunteers to set up Conference schedule for public viewing. Helps respond to ticketing inquiries and FAQs. Helps with event setup and breakdown as needed.
• Online panels (one-three per year): Attends and assists with sharing assets for online panels. Helps monitor panel chats and questions.
• Other in-person events (one-three per year): Helps respond to ticketing inquiries and FAQs. Helps with event setup and breakdown as needed.
• Board Voting & Elections (September): Helps to create forms via Submittable. Helps facilitate Blue Ribbon Committee review. Helps setup confidential/secure voting system. Helps send reminders for voting, instructions, and results through email portal.
• Outreach: Sets and provides digital assistance for any GMS Exec speaking engagements. Assists Membership Committee with signing up Friends of the Guild. Occasionally attends industry events as a GMS representative. Helps put together sponsored e-blasts for Manager/Director approval
• Communications: Proofreads monthly newsletter.
• Operations: Assists in the creation of new GMS protocols and systems.
• Upcoming: assisting Operations Manager with creation of staff manual that lists everyone's positions, departments, and who they report to, as well as a policy handbook.

PLEASE NOTE: Paid Time Off refers to Holidays, at least one week in late December, and the week following the GMS Awards. It does not include other time off.

Submit resume, cover letter, and three (3) references by April 7th, 2024 to: operations@guildofmusicsupervisors.com and amber@guildofmusicsupervisors.com.

Job Type: Part-time

Pay: $18.00 - $25.00 per hour

Expected hours: 20 – 25 per week

Benefits:

• Paid time off

Schedule:

• Monday to Friday

Ability to Relocate:

• Burbank, CA 91505: Relocate before starting work (Required)

Work Location: Hybrid remote in Burbank, CA 91505