Job Title: Administrative Assistant
Company: Secretly Distribution
Secretly Distribution is a curated distribution company working globally with premiere independent labels and artists. We are headquartered in Bloomington, IN, with offices in Brooklyn, London and Los Angeles and additional staff in Paris, Berlin, Amsterdam and beyond. We work every day to support great art with transparency, creativity, expertise and hard work.
We seek to employ an Administrative Assistant who will undertake a wide variety of tasks and responsibilities including but not limited to administrative and project-oriented departmental tasks; managing executive calendars; event planning (in-person and virtual); facility and supply management across Bloomington offices; coordinating travel and meeting arrangements.
This position offers a unique opportunity for a newcomer to the music industry to gain experience and an understanding of distribution and label operations. This position requires strong computer skills, flexibility, excellent interpersonal skills, and the ability to work well with all levels of internal management and staff including outside clients and artists. This is a full-time position with benefits.
Responsibilities
- Perform day-to-day project-oriented and administrative tasks for multiple departments
- Monitor, screen, respond to, and distribute incoming communications, especially email communications
- Liaise with internal staff at all levels
- Coordinate various periodical and one-off projects with staff
- Arrange and coordinate meetings
- Record, transcribe and distribute minutes of meetings
- Greet scheduled and unscheduled visitors to the office
- Manage and maintain executives’ schedules, appointments, and travel arrangements
- Plan and organize virtual and in-person partner events
- Maintain an optimal workplace environment for employees including office maintenance, supply ordering, and coordinating repairs
- Receive packages; receive, sort and distribute mail
Qualifications
- Enthusiasm for supporting office operations with highly attuned organizational and planning skills
- Must be motivated, willing to take initiative and be able to focus on several different projects in a fast-paced environment
- Excellent communication and interpersonal skills
- Information gathering and monitoring skills with strong attention to detail and commitment to accuracy
- Problem analysis, decision-making ability, and problem-solving skills
- Team oriented mindset
- Adaptability and an eye for streamlining internal processes
- Discretion with confidential information
- Experience with Outlook Microsoft 365, Google Docs/Sheets, and Slack FileMaker experience a plus
- Passion for music, familiarity with Secretly Distribution’s label roster a strong Plus
Benefits
- Paid holidays including end of the year closure
- Paid Time Off policy
- 401K with corporate matching
- 12 weeks for parental leave after birth or adoption paid at 100% of salary
- Volunteer Hours Matching Policy
- Employee Assistance Program
- Health insurance
All qualified applicants will receive consideration for employment without regard to disability, protected veteran status, age, race, creed, color, religion, sex, marital status, affectional or sexual orientation, gender identity or expression, ancestry, nationality, or national origin.
