Job Description

Coordinator, Creative - Los Angeles, 90038, United States of America

Capitol Music Group is seeking a Creative Coordinator to join the Capitol Creative team. The position reports directly to the SVP, Creative and provides support to the entire Creative team. The two primary areas of focus for this position are Creative and Operational / Administrative Assistance.

We are looking for a coordinator who has superior attention to detail, great organizational skills, the ability to meet tight deadlines and juggle multiple critical requests. A high level of integrity and discretion in handling confidential information and professionalism in dealing with senior professionals inside and outside the company is important. Must be very efficient and highly attuned to the smallest of details, as well as being able to multi-task and work on tight deadlines in a high-pressure environment is crucial. A “can-do” attitude is essential.

How You'll Create:

Operational / Administrative Assistance

• Work with Finance & Creative Operations to ensure a smooth and timely processing of payments.
• Utilize project management system (Monday.com) to keep track of vendor invoices and status of POs and payments.
• Proactive approach to gathering production invoices from vendors (with support from the Creative Lead)
• Interact with vendors and communicate any invoice issues or invoice corrections needed.
• Assist in gathering information for production agreements.
• Assist in gathering updated Vendor information for Registrations and Reactivations (with support from the Creative Lead).
• Ensure that photoshoot and design assets are organized and archived in the internal systems.
• Assist with archiving of final video assets (hard drives, wrap books, releases, etc).

Creative Assistance

• Provide support to the Creative Leads on projects and with general production tasks:

  • Assist with sourcing creative talent (directors, photographers, production companies, reps, designers, stylists, HMU artists) and maintaining up-to-date communication between talent and team members.

  • On-set production duties for Creative shoots (including photo/content/video).

  • Oversee general BTS/B-roll/Misc content shoot needs within the department to free up senior team members.

  • Create/edit resources such as creative pitch decks or one sheets.

  • Draft call sheets, request certificates of insurance, and assist with distribution of on-set agreements (talent/location releases, etc).

  • Source/book studios or alternative locations per creative.

• Acting as a point of contact for the dept and maintain strong communication with other coordinators, support roles, creative partners & project managers

• Attend any relevant meetings or calls as requested to take notes and distribute information to the department afterwards as needed.

• Assisting with the photo/art/video process - trafficking and obtaining approvals internally + externally.

• Turn around projects on a tight deadline.

SVP Assistance

• Manage the day-to-day of calendars and scheduling for two SVP, Creative, making updates on a real time basis.

• Monthly processing and reconciliation of travel and entertainment expenses for two SVP,

• Creative (Expense Reports deadlines must always be met).

• Arrange conference calls and meetings with internal and external partners.

• Provide updates on meeting requests and schedule changes via email, text, or verbally.

• Book travel and make reservations as needed.

Other General Team Assistance

• Manage the day-to-day of Team Calendar, ensuring team meetings and Creative production shoot dates are updated on a real time basis.

• Book conference rooms and coordinate team meetings and calls as needed, understanding how the IT works.

• Regular meeting preparation and note-taking.

• Greet meeting participants.

• Maintain up-to-date awareness of the team’s obligations to proactively assist and/or anticipate needs.

• Maintain a strong working knowledge of employees and important external contacts.

• Order office supplies as needed.

• Book travel, accommodations and/or transportation for Creative Leads (in specific circumstances).

• Additional duties as assigned.

Bring Your Vibe:

Skills/Abilities:

• Creative individual with a “can-do” attitude and a strong passion for music and the music business.

• Superior attention to detail with excellent organizational and communication skills.

• Demonstrated ability to thrive in a fast-paced, high-pressure environment.

• Skilled in meeting deadlines, managing priorities, and working both independently and collaboratively.

• Great time management skills and team player.

• Ability to maintain the highest level of discretion and confidentiality.

• Adaptable to a variety of situations with numerous personalities.

• Strong proficiency and comfortability working in Microsoft Office and Google Workspace.

• Basic knowledge of Canva or Adobe Creative Suite (Photoshop, Illustrator, Premiere, etc) a plus.

Experience

• Minimum 2-3 years of relevant work experience (internships may be included) in the music business, video production studio, or similar entertainment industry setting.

• Experience with calendar management and scheduling, expenses and booking travel.

• Experience in entertainment administration.

Education:

• Bachelor’s Degree.

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