Executive Assistant, People & Culture

The Recording Academy - Santa Monica, CA4.1

30+ days agoFull-time
Who we’re looking for:
The Recording Academy is seeking a qualified Executive Assistant to provide administrative and project support to the People & Culture team. This individual must be able to multi-task, stay organized, and handle delicate situations with maturity. Solid interpersonal skills with the ability to adapt to various personalities, all while providing excellent customer service, is a must in this role. Our ideal candidate is excellent at managing up and problem solving.

RESPONSIBILITIES INCLUDE:
Providing administrative support to Chief People & Culture Officer and Managing Director, as follows:
Serving as first point of contact for employees
Calendar management
Answering phones
Scheduling meetings
Coordinating travel
Reconciling expense reports
Scanning and copying documents
Organizing and maintaining file room
Ordering departmental office supplies
Sorting and distributing department mail
Other administrative duties, as needed
Overseeing hiring process for interns, GRAMMY U Reps (GU Reps) and temporary employees, including:
Routing and tracking new hire requests for approvals
Posting job openings
Serving as first point of contact for applicants
Reviewing resumes and screening qualified candidates
Scheduling phone and on-site interviews
Conducting background checks
Extending temporary offers of employment
Managing outside payrolling service to on and off-board interns, GU Reps and temporary employees
Working with outside staffing agencies, as needed, to fulfill temporary requests
Routing and tracking new hire requests for approvals for all positions (interns, GU Reps, temporary, contract, and regular, full/part-time)
Working with IT, Facilities, and Payroll to on and off-board all interns, GU Reps, temporary employees, contractors, and regular, full/part-time employees
Assisting with employee events
Working with auditors to fulfill requests
Overseeing 90-day and milestone anniversary program

Skills & experience toolbox:
Must have at least 1-3 years of related administrative experience, preferably in a Human Resources environment; and/or equivalent combination of education and experience
Must have excellent organizational skills and attention to detail, ability to keep information organized and accessible, and be able to work efficiently while managing workload
Must have excellent interpersonal skills, including the ability to maintain confidentiality
Ability to maintain composure and be adaptable in highly-sensitive situations
Ability to deal with frequent changes, delays, or unexpected events
Proficiency in Microsoft Office (Outlook, Word, Excel and PowerPoint)
Experience with HR databases/HRIS systems- PayCom preferred
Familiarity with recruiting preferred
Strong written and verbal communication skills with excellent customer service and the ability to maintain a professional and diplomatic demeanor at all times
Knowledge of human resource processes and best practices preferred
Bachelor’s degree in Human Resources or similar field, or certificate in Human Resources preferred
Availability to work overtime as needed

Physical demands for certain roles:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally required to stand, walk, and sit for long periods of time, and work at a computer for long periods of time. The employee will be required to lift and/or move up to 60 pounds.

WORK ENVIRONMENT:
The noise level in the work environment is usually quiet to moderate. Music is allowed throughout the offices. The Recording Academy is a dog-friendly environment.

ABOUT THE RECORDING ACADEMY AND ITS AFFILIATES

RECORDING ACADEMY

The Recording Academy represents the voices of performers, songwriters, producers, engineers, and all music professionals. Dedicated to ensuring the recording arts remain a thriving part of our shared cultural heritage, the Academy honors music's history while investing in its future through the GRAMMY Museum, advocates on behalf of music creators, supports music people in times of need through MusiCares, and celebrates artistic excellence through the GRAMMY Awards—music's only peer-recognized accolade and highest achievement. As the world's leading society of music professionals, we work year-round to foster a more inspiring world for creators.

GRAMMY MUSEUM

Established in 2008 as a partnership between the Recording Academy and AEG, the GRAMMY Museum is a non-profit organization dedicated to cultivating a greater understanding of the history and significance of music. Paying tribute to our collective musical heritage, the Museum explores and celebrates all aspects of the art form—from the technology of the recording process to the legends who've made lasting marks on our cultural identity. In 2017, the Museum integrated with its sister organization, the GRAMMY Foundation, to broaden the reach of its music education and preservation initiatives. As a unified organization, today, the GRAMMY Museum fulfills its mission of making music a valued and indelible part of our society through exhibits, education, grants, and public programming.

MUSICARES

A friend and ally of the music community, MusiCares was established by the Recording Academy to safeguard the health and well-being of all music people. A four-star charity and safety net in times of need, MusiCares offers confidential preventative, recovery, and emergency programs to address financial, medical, and personal health issues. Through the generosity of our donors and volunteer professionals, our dedicated team works across the country to ensure the music community has the resources and support it needs.

LATIN RECORDING ACADEMY

The Latin Recording Academy is an international, membership-based organization comprised of Spanish- and Portuguese-speaking recording artists, musicians, songwriters, producers and other creative and technical recording professionals. The organization is dedicated to improving the quality of life and cultural condition for Latin music and its makers. In addition to producing the Latin GRAMMY Awards to honor excellence in the recorded arts and sciences, The Latin Recording Academy provides educational and outreach programs for the Latin music community either directly or through its Latin GRAMMY Cultural Foundation®.

Equal Opportunity:
The Recording Academy provides equal opportunity in programs and employment and is strongly committed to maintaining a climate supportive of respect for differences and equality of opportunity. We promote excellence through diversity and encourage all qualified individuals to apply.