Job Specifications
About ASCAP
The American Society of Composers, Authors and Publishers (ASCAP) is a membership association of more than one million songwriters, composers and music publishers, and represents some of the world’s most talented music creators. Founded and governed by songwriters, composers and publishers, it is the only performing rights organization in the U.S. that operates on a not-for-profit basis. ASCAP licenses a repertory of over 20 million musical works to hundreds of thousands of businesses that use music, including streaming services, cable television, radio and satellite radio and brick and mortar businesses such as retail stores, hotels, clubs, restaurants and bars. ASCAP collects the licensing fees; identifies, matches and processes trillions of performances every year; and returns nearly 90 cents of every dollar back to its members as royalties. The ASCAP blanket license offers an efficient solution for businesses to legally perform ASCAP music while respecting the right of songwriters and composers to be paid fairly. ASCAP puts music creators first, advocating for their rights and the value of music on Capitol Hill, driving innovation that moves the industry forward, building community and providing the resources and support that creators need to succeed in their careers. Learn more and stay in touch at www.ascap.com, on X and Instagram @ASCAP and on Facebook.
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Job Description
ASCAP is seeking an Executive Assistant to support the EVP and Head of Licensing and the EVP, Chief Marketing & Communications Officer. As an Executive Assistant, you will provide administrative support to both EVPs including, but not limited to, managing administrative tasks, calendaring, scheduling meetings, booking travel arrangements, creating detailed itineraries, and preparing both backgrounders and other materials for meetings and events.
Areas Of Responsibility & Accountability
Manages calendars for both EVPs, Licensing and Marketing & Communications Department. Regularly coordinates meetings, conference calls, and travel arrangements/accommodations.
Writes internal and/or external correspondences.
Supports Licensing and Marketing meeting preparation for team members and senior leadership, including coordinating materials, organizing files, assembling binders and providing technical and administrative support.
Collaborates with the Executive Assistant Team through regular meetings to share and implement best practices.
Compiles information for reports and presentations and utilizes Microsoft Office Suite to prepare and edit any subsequent presentations, correspondence, reports, charts, graphs, etc.
Manages multiple licensing and marketing lists, event invites, and correspondences.
Researches and analyzes music industry and marketing trends and data.
Assists in support of the marketing of major ASCAP events, including high-profile award shows, ASCAP’s annual conference, the “I Create Music” EXPO, high-level member meetings, advocacy events, etc.
Assists in coordinating ASCAP participation in other industry conferences and events, and more. Process vendor and sponsor contracts, track payments, and maintain excellent records.
Answers a variety of phone calls and emails independently. Responds to complex inquiries for information by directing to the appropriate person at ASCAP.
This person will be an integral part of ASCAP’s licensing, marketing and strategic communications team, and will be involved in a wide range of exciting projects and events and will work closely with staff throughout the organization to realize ASCAP’s mission on behalf of its songwriter, composer and music publisher members as well as its customer licensees who use music.
Files and manages EVP's expense reports in an accurate and timely manner, in compliance with ASCAP’s policies.
Orders and maintains office supplies. Tracks and processes invoices.
Maintains and updates office records.
Handles ad-hoc errands, including ordering lunches and coffees for the executives and teams.
Qualifications & Requirements
Bachelor’s degree required.
Typically, two (2) + years related administrative assistant experience, including recent experience supporting a senior marketing or public relations executive; or proven organizational ability.
This role works under supervision to complete defined tasks and deliverables according to established processes.
Proficiency with Microsoft Word, Excel, PowerPoint. Must be Mac proficient.
Ability to synthesize information from multiple sources to draw comprehensive conclusions.
Demonstrated organizational skills and high level of detail orientation.
Excellent written and oral communication skills.
Proven ability to multi-task and independently prioritize responsibilities.
Ability to work effectively in a dynamic environment.
Professional demeanor and telephone manner.
Proven ability to pro-actively anticipate the needs of executives.
Must have an above average knowledge of and passion for many genres of music