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Coordinator, Urban Promotion
Entertainment & Media Industry Company
New York, NY, United States
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Company is a global recorded music company with a roster of current artists that includes a broad array of both local artists and international superstars, as well as a vast catalog that comprises some of the most important recordings in history. Company is a wholly owned subsidiary of Sony Corporation of America.
Sony Music is committed to providing equal employment opportunity for all persons regardless of age, disability, national origin, race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, veteran or military status, genetic information or any other status protected by applicable federal, state, or local law.
This position will assist the EVP, Epic Records in daily duties, office management, and corresponding departments. He or she will oversee and aid in coordinating activities and deadlines for the EVP. This position also includes, but is not limited to, the following:
Responsibilities:
Administrative Support:
• Act as liaison for executive office and corresponding Epic Promotion department and all Urban staff.
• Central point person for national field staff regarding day-to-day activities, the dissemination of strategic touch points from executive office and label, as well as the sharing of promotional materials.
• Control and maintain various departmental budget activities as requested.
• Reviews all staff expense reports prior to EVP’s approval ensuring that the policies are being adhered to and that all proper documents are presented.
• Tracks staff spending and budgets.
• Establishing and maintaining relationships with DJs, PDs and MDs.
• Maintain and balance executive T&E spending.
• Answer phones, update call sheet.
• Schedule appointments and calendar events.
• Prepare and book travel.
• Generate commitment numbers and process invoices in the PRS system.
• Process and approve all employee travel requests.
• Update and distribute weekly Label meeting agenda.
• Monitor and approve employee expense reports.
• Maintain staff vacation request/whereabouts calendar.
• Track all incoming and outgoing materials to EVP’s office.
• Open and upload requested MP3s and videos for review/approval process.
• Ensure that budgets, press releases, and creative arts are approved in a timely fashion.
• Coordinate and purchase artist gifts.
• Alert EVP to time sensitive issues when he is away from the office.
• Prepare and send dictated correspondences.
• Work with Operations to ensure that all conference rooms are prepared for meetings/showcases/presentations.
• Coordinate ticket needs with Tour Marketing department.
• Maintain and replenish CD product.
• File documents as necessary.
• Order office supplies for department as requested.
Meetings:
• Prepare executive materials for all meetings
• Attend weekly meetings (as needed) and take the meeting minutes
• Coordinate start of each meeting
• Liaise with CEO’s office regarding Label , A&R, and artist meetings
• Miscellaneous projects as requested by the EVP
Qualifications:
• 4-6 years of administrative experience.
• Must possess an ability to prioritize and differentiate between emergent situations that require immediate attention.
• Strong computer skills are a must (MS Word, Excel, email).
• Strong written/verbal communication skills.
• Must be poised and discreet, an independent thinker, reliable, highly organized, interpersonal skills “be a people person”, ability to work quickly and anticipate needs of the EVP, Epic Records interest in marketing and/or music industry.