Executive coordinator job description

• 1+ years experience in the music industry or marketing/entertainment or working for an executive
• Strong social, communication, and organizational skills
• Ability to manage multiple projects at one time
• Proactive with strong prioritization skills
• Ability to interact with creative executives, managers and artists
• Interest in music and a desire to learn about the music industry

Preferred Skills:

• Knowledge of analytics platforms, including (but not limited to): Spotify for Artists, Apple Music for Artists, Chartmetric
• Google Suite experience
• Experience pulling and analyzing data (creating reports as well as interpreting data)
• Fluency in Excel, Word, and Powerpoint
• Knowledge of online and digital platforms including social media

About mtheory:

Founded in 2010, mtheory is an artist development, marketing, strategy and operations infrastructure designed for artist managers. As the music industry continues its rapid evolution, managers have been required to play a much more active role in the artist development process. To address this challenge, mtheory provides managers with the additional manpower and specialized knowledge required to be successful. Our services include: strategic marketing, DSP relations, product management, tour marketing and production expertise, business affairs, digital and social marketing, CRM and analytics. In addition, we have distribution, production, and financing capabilities that enable artists and managers to operate in a truly independent environment.

mtheory currently works with approximately 25 artist managers, representing over 100 artists across a diverse range of genres. Our management clients represent leading artists such as Jelly Roll, Galantis, Twenty Øne Pilots, NF, Masego, Zac Brown Band, Tyler Childers and many others.

There is power in diversity of, but not limited to, race, color, ethnicity, nationality, religion, socioeconomic status, education, marital status, language, age, gender, gender expressions, gender identity, sexual orientation, mental and physical ability, and learning styles. Our team and clients are stronger when we represent all differences & we are committed to having an inclusive & open workspace.

For over 25 years, Health Choice Network (HCN) has been an employer of choice in South Florida, supporting health centers, patients, and the communities they serve. We are one of the first successful health center-controlled networks and our success is due largely to our Associates and their commitment to advancing our mission to improve the health status of our communities.

Do you want to join an organization that believes in empowering their most precious resource, their Associates? Are you innovative and results driven? HCN is looking for talented, qualified individuals to join our rapidly expanding, first-class team.

Position Summary

This position assumes responsibility for filtering projects; responds to requests; and collaborates on communications, business and operational needs on activities and initiatives. In addition, providing comprehensive high-level and quality administrative support to executives to ensure maximum efficiency and value.

Position Responsibilities

• Supports and encourages others to support the Mission, Core, Values and Goals of Health Choice Network.
• Holds and ensures the confidentiality of all company business and material handled by the Executive and Senior Leadership Team.
• Prepares correspondence, minutes, reports, presentation materials, spreadsheets, customized reports, and related documents in accordance with departmental standards.
• Provide support with pertaining departmental project needs
• Assist with project tracking, tasks, deliverables and reports.
• Serves as a resource to Senior Leadership team.
• Interacts with Center Executive Assistants and updates participant and contact lists.
• Manages and supports executive’s calendar.
• Assists administratively with the Agency Board Meetings, Annual Conference, and other special events.
• Effectively anticipates and flawlessly coordinates the administrative needs, including proactive reminders, for the assigned executives and committees.
• May serve as the liaison for and represent the assigned executive in key meetings and serve as committee member for key community Board meetings and provides necessary support as approved.
• Schedules meetings, appointments, conference calls, luncheons, and complex, detailed travel arrangements in a cost effective and timely manner.
• Screens incoming calls, visitors, answers inquiries and conducts research and responds to requests for information independently.
• Coordinates food and beverage, audio visual needs and other services for/by assigned executive.
• Perform additional duties as assigned.

Skills, Abilities and Requirements

• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to function well in a high-paced and at times stressful environment.
• Ability to work independently.
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.

Health Choice Network is an equal opportunity/affirmative action employer and complies with all federal and state laws, regulations and executive orders regarding affirmative action requirements in all programs.

HCN is a drug-free workplace.

The Executive Coordinator (EC) is responsible for maximizing the Executive's influence to make and take opportunities to lead others and manage the time and focus of the Executive to ensure fulfillment of the Luck Companies Mission. The EC will support the Executive by taking charge of a wide variety of administrative duties, project management, meeting preparation, research and reporting to ensure the smooth and effective management of the Executive's team.
Essential Functions

Administrative:

Perform general administrative support duties, including but not limited to: expense reimbursement reporting, travel logistics, catering for meetings, monitoring emails and communication with associates in the company, customers, family, and organizations where the Executive holds board or committee positions.
Utilization of current technology, including software and social media. Troubleshooting and supporting conference room AV. EC will work closely with the Executive Office Systems Support Specialist on technology related subjects such as: system upgrades, different or improved software, photo software (Apple Photos, Photoshop).

Project Management:

Coordinate and manage multiple projects, provide support and update Business Plans as necessary. Work with relevant associates, ensure initiatives and projects are on track in terms of timeline and content. Participate in meetings and provide updates concerning project progress.

Coordination/Meeting Preparation:

Manage Executive's schedule to ensure success in their commitments and prevent them from over committing. Use intuition and knowledge to anticipate needs of the Executive at meetings, events, external functions, and day-to-day. Act on Executive's behalf as necessary.
Provide leadership and support on recurring events, e.g., plan and handle the logistics of retreats and other events.
Conduct research, compile data, and prepare presentations for review and presentation by Executive.

Research and Reporting:

Provide analytical support which may include research, project or situational assessment, data gathering and reporting. Share ideas and recommendations clearly.
Annual budget creation and manage departmental budget and expenses identifying areas of concern and provide recommendations to address concerns.

Qualifications

Competencies and Behaviors:

Must be able to determine priorities, assume initiative and collectively create solutions
Ability to represent the company and Executive in a professional manner
Skilled relationship builder with desire to support and ensure success of others
Curious about the use of technology and data. Possess the desire and ability to gain new skills as technology advances
An optimistic positive attitude, learner mindset, action-oriented leadership, and highly demonstrated willingness to develop and grow skills
Passionate about and aligned with Luck Companies Mission
Intensely curious and eager to learn about people and opportunities to expand our Mission to others
Demonstrated ability to be open to feedback and ability to adapt to change effectively and professionally
Must be flexible, since after-hour support and travel will be needed

Previous Experience and Skills:

5 years Executive Assistant or equivalent role, supporting C-suite or Director level staff
3 years budget and/or expense tracking experience, 3 years project coordination experience
Bachelor's degree or equivalent work experience
Expert knowledge of Microsoft Office, Apple Technology, and Social Media platforms
Experience dealing with highly confidential matters, both business and personal.
High attention to detail - able to organize, multi-task and prioritize in alignment with goals in a fast-moving environment.
Business experience and understands the inner-workings of both public and private companies
Collaborative spirit; enjoys being part of a team. Enjoys facilitating the work of a senior leader and derives satisfaction from helping a team run successfully.
Skilled relationship builder with desire to support and ensure success of others, including ability to collaborate with executives, employees, family and Executive's professional network
Superior communication skills, both written and verbal; comfortable interacting with staff at all levels and representing the ideas or position of the Executive clearly and diplomatically, when needed
Ability to defuse emotional situations in a calm manner
Has demonstrated skill in problem-solving; enjoys a challenge, achieves satisfaction from working things out, getting things done; demonstrates curiosity.
Proven strategic thinker; always learning, proactive thinker, enjoys idea generating, initiating new projects and approaches what needs to be done today as necessary for reaching a longer-term goal.
Idea generator who can think creatively with practical accomplishment in mind.

Luck Companies is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. We are committed to building a team that represents a variety of backgrounds, perspectives, and skills. The more inclusive we are, the better our work will be.

Luck Companies is actively taking every measure to ensure the safety of our employees, their families and our customers during the Covid -19 pandemic. EEO

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)