Coordinator, A&R Administrative

About the role

The A&R Administrative Coordinator provides administrative and operational support to the A&R department and songwriters. This role is responsible for managing day-to-day department operations, maintaining reports and systems, coordinating meetings and travel, processing expenses, and ensuring efficient communication and support across the team.

Responsibilities

• Manage department administrative initiatives and day-to-day operational needs.
• Serve as a point of contact for inquiries, directing requests and determining the appropriate course of action.
• Generate, maintain, and distribute department reports, including Deal Status Lists, Writer Session Reports, Pitch Lists, Tip Sheets, Song Holds, and other tracking documents.
• Utilize and maintain SMP systems, including TEMPO, Dashboard, Pitch, and other department tools.
• Upload and organize audio files and other materials within internal systems.
• Monitor songwriter activity, chart performance, and release information for reporting purposes.
• Prepare writer biographies, highlights, descriptions, and supporting documentation for internal review processes.
• Proactively anticipate team needs and provide administrative support to ensure smooth department operations.
• Manage complex calendars, schedule meetings, coordinate conference rooms, and maintain contact lists.
• Coordinate domestic and international travel arrangements and prepare supporting documentation for reimbursement.
• Process and track expense reports in accordance with company policy.
• Coordinate artist pass letters, meeting logistics, off-sites, and department events.
• Liaise with internal departments including Business Affairs, Sync, Administration, and Finance to support team activities.
• Take meeting notes, prepare agendas, and track follow-up items.
• Support special projects and operational initiatives as assigned.

Skills

• 2+ years of administrative, coordinator, executive assistant, or operations support experience.
• Highly organized with exceptional attention to detail and accuracy.
• Strong administrative, coordination, and project management skills.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Excellent written, verbal, and interpersonal communication skills.
• Professional fluency in English and Spanish (written and spoken) required.
• Ability to communicate effectively and professionally with songwriters, artists, management teams, and internal stakeholders.
• Proven ability to handle confidential and sensitive information with discretion.
• Proactive, resourceful, and solution-oriented with strong problem-solving skills.
• Advanced proficiency in Microsoft Office, including Excel, Outlook, and PowerPoint.
• Ability to work independently while building strong collaborative relationships across teams.
• Experience supporting executives, teams, or departments in a professional office environment.
• Must be authorized to work in the United States.
• Honesty, trustworthiness and ethical conduct are material requirements for the responsibilities outlined above.

Qualifications

• Experience managing calendars, travel, expense reporting, and departmental reporting.
• Proficiency with reporting tools, databases, and Excel-based tracking systems.
• Experience working in music, entertainment, media, or a related industry preferred.

Benefits

• You join an inclusive, collaborative and global community where you have the opportunity to fuel the creative journey.
• A modern office environment designed to foster productivity, creativity, and teamwork.
• An attractive and comprehensive benefits package including medical, dental, vision, life & disability coverage, and 401K + employer matching.
• Voluntary benefits like company-paid identity theft protection and resources for pets, mental health and meditation resources, industry-leading fertility coverage, fully paid leave for childbirth or bonding, fully paid leave for caregivers, programs for loved ones with developmental disabilities and neurodiversity, subsidized back-up child and elder care, and reimbursement for adoption, surrogacy, tuition and student loans.
• We invest in your professional growth & development.
• Flexible Time Off.
• Time off for a winter recess.

Schedule

7.5-hour business workday but variations in work volume frequently require extended working hours for evening and late-night events.