Office Manager

The Company

Our client is a successful independent record label making a positive impact through music and art for over 30 years. The company’s charity arm has raised over $3 million for more than 50 causes.

Position Summary

The Office Manager plays an essential role to ensure smooth administration of office functions and executive admin support of the founder and other leaders. The position reports to the CFO, and is based full-time, on-site in the company’s headquarters in Van Nuys, CA.

Specific Responsibilities

Create and execute processes that ensure a well running office including facilities, vendor management, HR administration and event planning, and perform executive assistant duties for the Founder and the CFO, and others as needed.

Office Management - Ensuring a safe well-maintained office environment.

• Working with vendors for systems and services at the company’s main office and rental offices.
• Monitoring stock levels and ordering supplies.
• Managing vendors for utilities, IT, janitorial and repairs and maintenance as needed.
• Ensure office runs safely and smoothly including opening and closing, IT systems, alarm and locking systems, AV systems and keeping common areas clean.

HR Administration – At CFO’s direction, run day to day processes, systems and record keeping.

• Support administrative aspects of employee onboarding and offboarding, ensuring proper documentation, forms and orientation training.
• Support the CFO in managing vendors and processes for payroll, insurance, 401K, etc.
• Managing access to company offices, systems, platforms, communications systems, etc.

Events Coordination – Host effective company events within budget.

• Translate leadership’s vision and budget guidelines into effective events, employee gatherings and offsites.
• Plan and budget events.
• Manage calendaring, location selection, booking, contracting, event itineraries and payment.
• Assist with event related travel as needed.
• Create a comfortable environment for artists or other VIPs who visit the office from time to time.

Executive Assistant Duties

• Provide light assistance to the President and other executives.
• Meeting organization and calendar support.
• Assist with travel booking for Founder and other senior team members.
• Conduct research as requested.
• Occasionally arrange for transportation, order meals, and other personal assistant needs.
• Preparing documents and presentations as needed.
• Assisting with technology that is visually based, liaising with IT to optimize accessibility, converting documents into a readable format.
• Support posting on social media.

Qualifications

• 5+ years of experience as an office manager or operations manager, and motivated to continue working in that function.
• Experience working as an executive assistant or office manager in a small dynamic organization.
• Energized by wearing multiple hats and comfortable navigating the ambiguity that comes with working in a small entrepreneurial environment.
• Superuser and problem solver with core office technology such as email, Slack, Microsoft 365 (including Word, Excel and PowerPoint) and Google Workspace (including Docs, Sheets and Slides).
• Experience with visual accessibility features in common smart phone and computer applications, and use of JAWS or other specialized accessibly software a plus.
• Experience managing budgets and vendors.
• Strong judgement around proper handling confidential information, and escalating matters to the C-suite as appropriate.
• Prior experience working in music or entertainment a plus but not required.
• Active drivers license.
• Detail oriented with excellent verbal and written communication skills.
• Responsible, trustworthy, friendly and able to uphold the company principles at all times.
• Highest level of integrity, resourcefulness, resilience and work ethic.

Compensation

Competitive salary, incentive and benefits will be offered, commensurate with the role and experience of the successful candidate. Depending on the exact knowledge, skills, abilities, experience, contacts and location of the final hire, a base salary is budgeted between $50,000 to $70,000.

Equal Opportunity & DEI

The company is an equal opportunity employer and makes employment decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability status, age, or any other status protected by law. Further, the company strives to create a diverse, welcoming, equitable and inclusive environment for all applicants, employees and partners.

Contact

EnterGain is the exclusive recruiter on this project. Interested candidates should apply directly to this posting or contact a representative at EnterGain.

Disclaimer

The job description above is intended to set forth the general nature of the work that will be expected of the person who takes on this role. The job description is not, however, meant to be construed as an exhaustive list of all the duties and responsibilities required for this role. From time to time, all personnel may be required to perform duties outside their normal responsibilities as needed.