Are you a highly experienced Personal Assistant who thrives in a fast paced, creative environment? Do you love being the calm, organised force behind senior leaders, keeping everything moving seamlessly while juggling competing priorities with discretion and good humour?
We’re looking for an exceptional Personal Assistant to support the Co–CEOs of our Labels and Publishing divisions. This is a pivotal role at the heart of the business, balancing executive support, stakeholder coordination, event assistance and day to day operational oversight. You’ll be across everything from artist travel and awards submissions to board level presentations and internal communications, all while maintaining absolute confidentiality and professionalism.
About the role
You will provide proactive, senior level administrative support, ensuring both Co–CEOs are supported, prepared and focused on their highest priorities.
Key responsibilities include:
- Managing complex diaries, scheduling and coordinating meetings across multiple stakeholders
- Overseeing travel arrangements for Co–CEOs, artists and staff, including promo travel and workshops
- Managing expenses, reconciliations and invoices, ideally using Concur or similar systems
- Tracking staff leave, travel and work from home arrangements and preparing weekly reports
- Preparing itineraries, meeting notes, presentations and reports using PowerPoint, Canva and related tools
- Coordinating internal events, celebrations, showcases and social activities
- Handling enquiries with tact and sound judgement, screening and directing calls and emails
- Preparing award submissions including ARIAs and APRAs
- Assisting with asset file sharing and storage systems including SharePoint and DISCO
- Maintaining the International Publishing Master Contacts list
- Researching and preparing new music reports in collaboration with Copyright Administration and A&R teams
- Managing Uber and Cabcharge accounts
- Maintaining gig guides for songwriter shows in Melbourne and Sydney and coordinating guest lists
- Managing mailouts including the DISCO songwriter database and monthly communications
- Assisting with press releases including gathering quotes and ensuring approvals
- Liaising confidently with internal and external stakeholders, at times acting on behalf of the Co–CEOs
- Maintaining constant awareness of each Co–CEO’s evolving priorities
- Supporting special projects and additional tasks as required
About you
You are a senior level PA with at least five years’ experience supporting executives in a complex environment. You’re organised, intuitive and calm under pressure, with a natural ability to anticipate needs before they arise.
You will bring
- Proven experience supporting senior leaders in a fast paced setting
- Exceptional organisational skills and meticulous attention to detail
- Strong written and verbal communication skills
- The ability to manage multiple projects and competing priorities simultaneously
- High levels of discretion and professionalism when handling confidential information
- Sound judgement, initiative and a mature approach
- Confidence navigating different personalities and stakeholder groups
- The ability to remain composed and effective under pressure and tight deadlines
- Strong experience with the Microsoft Suite
You are proactive, adaptable and solutions focused. You build rapport quickly, communicate clearly and follow through on commitments. You take ownership of your work, manage your time effectively and are comfortable working independently while being a collaborative member of a broader team.
Most importantly, you understand what it means to operate as a trusted partner to senior leaders and take pride in enabling others to succeed.
If you’re ready to play a central role in a dynamic music environment and bring both precision and energy to everything you do, we’d love to hear from you.
