Baxter House Music
Administrative Assistant - Music Publishing
Baxter House Music - Los Angeles, California, United States
Work at Baxter House Music
Overview
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Overview
Position: Executive/Admin Assistant – Music Publishing
Location:
Los Angeles (Hybrid/Remote flexibility, with at least 3 in-office days) Reporting to:
Two Executives Supervisory Role:
May oversee 1-2 interns
About Us We’re a rapidly growing music publishing company that delivers top-tier music to clients across various platforms. Our streamlined processes and collaborative environment enable us to produce high-quality work, exceed client expectations, and support the growth of everyone on our team.
Key Responsibilities 1. Catalog & Metadata Management Ingest New Submissions:
Gather song assets (lyrics, WAV files, writing splits, etc.) and maintain a well-organized database. Metadata & Tagging:
Regularly audit records in DISCO to ensure tags, genres, writers, splits other clearances are accurate and up to date. Song Presentations:
Compile and send curated song playlists for sync briefs or other client requests.
2. Administration & Executive Support Calendar & Meeting Management:
Coordinate schedules, set up calls/meetings, and handle travel arrangements as needed. Communication & Email:
Draft and respond to emails on behalf of executives, route inquiries, and maintain professional correspondence. Office Management:
Oversee basic office needs (supplies, mail, reception duties) and Event Planning.
Assist with occasional event planning.
3. Writer & A&R Team Coordination Briefs & Catalog Direction:
Keep creative briefs updated, track catalog genre gaps, and share insights with A&R team. Payment & Registration Queries:
Field questions on royalties, registrations, payments and direct them to the appropriate contacts. Info Gathering:
Collect any other relevant music business data to aid A&R and creative teams.
4. Client & Partner Relations Publishing Administrator Liaison:
Submit new songs to admin partner, coordinate with external admin/marketing teams, and ensure our catalog stays current in their system Client Care & Gifting:
Send thank-you or celebratory items to music supervisors and clients after successful placements. Outreach Reminders:
Prompt sales and creative teams on select follow-ups to sustain regular client engagement.
5. Project Management Assistance Deliverables & Deadlines:
Stay across timelines for briefs and custom jobs; assist project managers with deliverables and updates. Paperwork & Forms:
Prepare composer, vocalist, or union forms; manage signature collection via DocuSign. Routing & Approvals:
Forward invoices or contracts to the appropriate parties for sign-off. Project Tracking:
Use Monday.com to maintain and update clear project statuses, deadlines, creative splits, client information and media distribution
6. Collaboration with Media Manager Website, Social Media & Distribution:
Assist Media Manger with updates to our online platforms and distribution platforms Basic Design Tasks:
Use Canva for basic material; event posters, invites, basic 1 sheets or deck updates. Leave major creative work to the Media Manager.
7. Tools & Technology Software Proficiency:
Adept in DISCO (music catalog software), Monday.com, Google Workspace (Docs, Sheets, Calendar), DocuSign. Skilled using Chat GPT & other AI solutions to maximize efficiency and workflow Workflow Optimization:
Spot inefficiencies and propose solutions to streamline operations.
8. Supervision Intern Oversight:
Guide 1-2 interns with tasks and professional development.
Qualifications Experience:
3 years administrative or executive assistant experience strongly preferred; music industry knowledge is a plus but not required. Technical Skills:
Comfortable with Google Workspace, Slack, Monday.com, DISCO, Canva, ChatGPT & other AI tools. Organization & Detail:
Skilled in multitasking, prioritizing work, and keeping track of deadlines without supervision. Communication:
Exceptional written and verbal skills; confident drafting professional emails and anticipating executives’ needs. Flexibility & Resilience:
Able to adapt to changing priorities, handle pressure, and remain solutions-oriented. Initiative:
Proactive in finding ways to improve processes and streamline tasks. Availability:
Standard business hours (9am–5pm) with occasional off-hour needs.
Why Join Us? Growth Potential:
Opportunity to evolve into a higher-level role for the right candidate. Team Culture:
Supportive, collaborative environment where individual accomplishments become shared victories. High Impact:
Play a key role in keeping our operations running smoothly, supporting top-level executives, and driving efficiency and growth. Hybrid Work Model:
Balance remote work with in-office collaboration for flexibility and productivity.
If this role sounds like a fit for your organizational prowess and entrepreneurial drive,
we’d love to hear from you!
Los Angeles (Hybrid/Remote flexibility, with at least 3 in-office days) Reporting to:
Two Executives Supervisory Role:
May oversee 1-2 interns
About Us We’re a rapidly growing music publishing company that delivers top-tier music to clients across various platforms. Our streamlined processes and collaborative environment enable us to produce high-quality work, exceed client expectations, and support the growth of everyone on our team.
Key Responsibilities 1. Catalog & Metadata Management Ingest New Submissions:
Gather song assets (lyrics, WAV files, writing splits, etc.) and maintain a well-organized database. Metadata & Tagging:
Regularly audit records in DISCO to ensure tags, genres, writers, splits other clearances are accurate and up to date. Song Presentations:
Compile and send curated song playlists for sync briefs or other client requests.
2. Administration & Executive Support Calendar & Meeting Management:
Coordinate schedules, set up calls/meetings, and handle travel arrangements as needed. Communication & Email:
Draft and respond to emails on behalf of executives, route inquiries, and maintain professional correspondence. Office Management:
Oversee basic office needs (supplies, mail, reception duties) and Event Planning.
Assist with occasional event planning.
3. Writer & A&R Team Coordination Briefs & Catalog Direction:
Keep creative briefs updated, track catalog genre gaps, and share insights with A&R team. Payment & Registration Queries:
Field questions on royalties, registrations, payments and direct them to the appropriate contacts. Info Gathering:
Collect any other relevant music business data to aid A&R and creative teams.
4. Client & Partner Relations Publishing Administrator Liaison:
Submit new songs to admin partner, coordinate with external admin/marketing teams, and ensure our catalog stays current in their system Client Care & Gifting:
Send thank-you or celebratory items to music supervisors and clients after successful placements. Outreach Reminders:
Prompt sales and creative teams on select follow-ups to sustain regular client engagement.
5. Project Management Assistance Deliverables & Deadlines:
Stay across timelines for briefs and custom jobs; assist project managers with deliverables and updates. Paperwork & Forms:
Prepare composer, vocalist, or union forms; manage signature collection via DocuSign. Routing & Approvals:
Forward invoices or contracts to the appropriate parties for sign-off. Project Tracking:
Use Monday.com to maintain and update clear project statuses, deadlines, creative splits, client information and media distribution
6. Collaboration with Media Manager Website, Social Media & Distribution:
Assist Media Manger with updates to our online platforms and distribution platforms Basic Design Tasks:
Use Canva for basic material; event posters, invites, basic 1 sheets or deck updates. Leave major creative work to the Media Manager.
7. Tools & Technology Software Proficiency:
Adept in DISCO (music catalog software), Monday.com, Google Workspace (Docs, Sheets, Calendar), DocuSign. Skilled using Chat GPT & other AI solutions to maximize efficiency and workflow Workflow Optimization:
Spot inefficiencies and propose solutions to streamline operations.
8. Supervision Intern Oversight:
Guide 1-2 interns with tasks and professional development.
Qualifications Experience:
3 years administrative or executive assistant experience strongly preferred; music industry knowledge is a plus but not required. Technical Skills:
Comfortable with Google Workspace, Slack, Monday.com, DISCO, Canva, ChatGPT & other AI tools. Organization & Detail:
Skilled in multitasking, prioritizing work, and keeping track of deadlines without supervision. Communication:
Exceptional written and verbal skills; confident drafting professional emails and anticipating executives’ needs. Flexibility & Resilience:
Able to adapt to changing priorities, handle pressure, and remain solutions-oriented. Initiative:
Proactive in finding ways to improve processes and streamline tasks. Availability:
Standard business hours (9am–5pm) with occasional off-hour needs.
Why Join Us? Growth Potential:
Opportunity to evolve into a higher-level role for the right candidate. Team Culture:
Supportive, collaborative environment where individual accomplishments become shared victories. High Impact:
Play a key role in keeping our operations running smoothly, supporting top-level executives, and driving efficiency and growth. Hybrid Work Model:
Balance remote work with in-office collaboration for flexibility and productivity.
If this role sounds like a fit for your organizational prowess and entrepreneurial drive,
we’d love to hear from you!