Administrative Assistant and Office Operations

* Prepare assigned expense reports including event related, writer travel, bus trip, & retreat expenses./
* Schedule meetings for Executives and notify reception.
* Coordinate domestic and international travel.
* Assist Executives with all tasks related to running the Nashville office.
* Maintain internal databases that include new signings, roster, contacts, third party vendors, and all chart/song activity and market share activity and perform research/projects based on that data - excluding PRO Awards/Songs, Nashville label roster & product manager lists.
* Update e-blast contact groups in WCM’s email marketing system.
* Send weekly charts to internal staff and writers, as requested.
* Gather internal information for WCM’s corporate office, as requested (including weekly chart information to include in A&R Deck).
* Office Organization (plaques, aesthetics, office decorations & furnishings).
* Order gifts for songwriters and clients for life events and awards.
* Coordinate purchasing of tickets for various events.
* Develop and maintain WCM merchandise inventory.
* Assisting WCM’s President with catalog organization and creating playlists.
* Plan for internal WCM Events (offsites, retreats, corporate meetings, charity events, etc).
* Primary contact for external visitors at the WCM Nashville office.
* Coordinate with the receptionist to order and stock all office supplies and pantry.
* Primary contact for internal company programs like Sharebite, Green Initiative, and future programs.
* Keep signage (internal and external) updated.
* Coordinate needs (staffing and otherwise) for internal & external events (e.g. industry parties, writers’ nights, etc)
* Coordinate with cleaning staff/facilities needs around inside and outside areas of the building.
* Be present for all company sponsored events to work as directed.
* Prepare to take on other specific projects and tasks, as assigned, and enthusiastically volunteer to assist other team members whenever possible.
* Three (3) to four (4) years of responsible administrative experience preferably in a music publishing or related business.
* A satisfactory equivalent of education, training and experience in related fields and/or educational disciplines, sufficient to qualify for the requirements of position.
* Ability to handle and safeguard confidential and proprietary information.
* Effectively communicate internally and/or externally in a professional manner with excellent written and verbal skills
* Demonstrate a high level of customer service.
* Possess a strong work ethic.
* Strong organization skills, high attention to detail.
* Ability to adhere to deadlines and execute on tasks and handle multiple, diverse assignments while producing quality work and being accountable.
* Manage time effectively and manage multiple responsibilities in a high-paced environment
* Demonstrate ability to be innovative and suggest change/improvements within scope of work.
* Anticipates needs and creates efficient and effective processes.
* Self-starter, self-motivated, and takes responsibility/ownership of tasks.
* Thinks outside the box proactively, strategically and analytically.
* Demonstrate flexibility and adaptability to changing situations.
* Familiarity with or prior experience using Google Workspace
* Familiarity with or prior experience using Canva
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