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  Administrative Assistant, Video Production
Industry: Music Job Posted: 7/29/2013
Location: Northeast Region Job Status: Full Time
Experience Level: TBD

Job Description:


Sony Music is a global recorded music company with a broad array of domestic and international superstars and iconic record labels such as Epic Records. Celebrating its sixtieth anniversary, Epic has been home to some of the most influential artists in recorded music history.

This position reports directly to the Senior Vice President, Creative and also supports the Manager, Video & Content Production. While providing general administrative support, the Administrative Assistant, Video Production is responsible for coordinating several aspects of the video production process. This individual also serves as a liaison between a variety of internal departments, management groups, and external contacts. In addition to the various video production duties, 25% of this role is dedicated to assisting the Digital Marketing department in an administrative capacity.


Administrative and production duties include, but are not limited to:

Process and track expense reports, invoices and departmental purchase orders.

Create DVDs, links, .mov files and or .mp4 files for staff needs within the company of any video related material.

Maintain and update a weekly video production grid that lists all pertinent video related information which includes traditional videos, lyrics videos, BTS pieces, and sizzle reels.

Email staff every week and help collect / create all DVDs of videos needed for weekly Senior Staff meeting.

Gather all assets needed for the creation of content pieces, and make sure they are internally approved by our Business Affairs team/marketing and process all payments for each piece.

Book all travel for each artist, side artist, glam team, security, management and any other parties needed for the shoot. Serve as management and Labelís direct contact for confirming all travel details including, car service and any necessary ground travel.

Answer phones and maintain calendars.

Generate cost recap reports for Epicís Finance department.

Update and distribute weekly status reports for Epic.

Book employee travel/transportation as well as artist and glam crew travel/transportation.

Timesheet management for the department.

Interview, select and oversee interns for the department.

Order and maintain office supplies for the department.

Maintain and update the departmentís directorís reel library and master video archive (includes HD masters and elements).

Maintain and update production company information, including representation, for music video directors.

Print weekly Soundscan reports for meetings.

Maintain dub room and help with light dubbing as needed.

Organize and submit ticket buys for the department.

Ship departmental materials and masters.

Facilitate and supervise solicitation and delivery process of video shoots, behind the scenes, etc.

Organize ďbehind the sceneĒ crews for music video shoots.

Maintain all costs related to each production project and facilitate payments and contracts with A&R, Administration department.

Track payments and contracts between production companies and Epicís A&R Administration department.

Manage project files for Video, EPK, B-Roll and DVD Projects.

Organize departmental meetings and attend and participate in meetings when necessary and appropriate.

Act as a liaison with other departments, executives, employees, clients and external partners to provide assistance with miscellaneous requests in a timely and efficient manner.

Ensure timely submission and delivery of music videos to broadcast networks

Handle requests for videos and mailings for local video shows and video pools

Help coordinate assets for video premieres

Assist in day-to-day activities as specified by Digital Marketing group and attend to general needs of their department (25% of this role is dedicated to Digital Marketing duties).


Bachelorís Degree strongly preferred.

1-2 years of administrative experience in professional business environment.

Familiarity with the Entertainment/Music Industry and artists is preferred.

Prior video production experience desired.

Strong computer skills including MS Office (Word, Excel, PowerPoint & Outlook) and an intimate knowledge of the internet and DVDs.

Pleasant phone manner, solid writing skills, highly organized, and transparent.



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