Assistant, Creative Synch

Overview

Kobalt Music is seeking a full-time Assistant to join their Creative Synch team in New York City. This permanent position involves providing comprehensive administrative and operational support to ensure efficient daily operations and effective coordination within the team and with external partners. The role offers a hybrid working model with three days required at the local office.

Key Responsibilities

• Manage daily administrative tasks including calendar oversight, meeting coordination, and scheduling support for the New York Creative Synch team.
• Document, organize, and share meeting notes as needed to facilitate communication.
• Oversee the organization, management, and timely delivery of audio assets for internal and external requests.
• Maintain global team resources such as shared assets and the synch contacts database.
• Monitor and assist with tour schedules, event invitations, ticketing, and RSVP tracking for assigned markets.
• Assist in creating and distributing Creative Synch newsletters and other digital communications.
• Generate data reports and retrieve writer information from internal systems as required.
• Keep accurate records of synch pitches, submissions, and deals within Kobalt's internal database.
• Prepare and submit expense reports for senior Creative Synch executives promptly and accurately.
• Provide general operational and administrative support to senior Creative Synch team members.

Desired Qualifications and Skills

• Previous administrative experience, especially in supporting senior executives, is preferred.
• Familiarity with the music industry, particularly recorded music or music publishing, is advantageous.
• Proficiency in Microsoft Office (Outlook, Word, Excel) and Google Workspace applications.
• Exceptional organizational skills with strong attention to detail and an ability to handle multiple priorities.
• Proactive, collaborative approach combined with sound judgment and professionalism.
• Excellent written and verbal communication abilities.
• Comfort working in a dynamic, fast-paced, and high-volume setting.
• Ability to maintain confidentiality and discretion.

Additional Valuable Skills

• Experience with Photoshop, Canva, or iMovie software.
• Background supporting creative, music, entertainment, or media teams.
• Interest in music publishing, synchronization, and creative licensing.
• Experience maintaining databases, activity tracking, or aiding reporting functions.

Performance Milestones

• Within 3 months: Gain solid understanding of daily workflows, internal systems, and core priorities; competently support scheduling, asset management, expense processing, and pitch tracking.
• Within 6 months: Independently manage administrative duties and actively support team collaboration; establish strong cross-team relationships and become a reliable operational contact.
• Within 12 months: Deliver consistent, high-quality support; adeptly balance multiple demands; contribute to process improvements; prepare for expanded responsibilities as knowledge and experience increase.

Key Attributes for Success

• Adaptability and strong work ethic in responding to shifting priorities while remaining reliable under pressure.
• Effective time management and ability to prioritize multiple tasks and deadlines.
• Proactive organization with meticulous attention to detail in managing information, assets, schedules, and records.

Interview Process

• Initial conversation with a recruitment team member.
• First-round virtual interview with the hiring manager.
• Final virtual interview with the wider team.
• Timely feedback provided after each phase.

About Kobalt

Founded in 2000, Kobalt has been a champion for creators, delivering transparent, fair, and technologically driven music services. Our roster includes globally renowned artists and esteemed songwriters. We foster a culture rooted in music-first values, transparency, innovation, and transformation, committed to diversity and inclusivity.

Additional Information

Applicants must be authorized to work in the United States. Kobalt is an equal opportunity employer welcoming applications from diverse backgrounds and identities and is happy to provide accommodations during hiring. The salary range for New York-based applicants is between $19 and $21 per hour and will be commensurate with experience. Salary scales may vary for other locations based on local labor costs.