Executive Assistant

📋 Description

• • As an Executive Assistant at Hook Music, Inc., you will be the linchpin supporting our Founder & CEO, playing a pivotal role in optimizing their daily operations and ensuring the leadership team functions with maximum efficiency. This position is central to the smooth functioning of our fast-paced, investor-backed social music platform, which is dedicated to revolutionizing music discovery, fan expression, and creator growth.
• • Your primary responsibility will be to meticulously manage and optimize the CEO’s calendar. This involves strategically allocating their time to align with the company’s highest-priority initiatives and critical conversations, ensuring that their focus remains on driving the company forward. You will be adept at coordinating and prioritizing a high volume of scheduling requests from diverse internal teams, external partners, potential investors, and other key stakeholders, maintaining a clear overview of the CEO’s strategic objectives and ensuring the calendar accurately reflects these priorities.
• • A key aspect of this role is ensuring that all meetings are thoroughly prepared. This includes proactively coordinating agendas, confirming all logistical details, and organizing and distributing any necessary pre-read materials to attendees. You will also assist with managing the CEO’s inbox, which may involve drafting responses to routine inquiries or flagging urgent communications for their attention, demonstrating a keen understanding of communication priorities.
• • Anticipating potential scheduling conflicts or operational challenges before they arise and proactively devising and implementing solutions will be crucial. This forward-thinking approach will prevent disruptions and ensure seamless operations. Furthermore, you will extend your organizational and coordination expertise to support the COO/CPO and other members of the leadership team as needed, facilitating smooth communication, scheduling, and follow-up across the organization.
• • In addition to executive support, you will be instrumental in managing travel and logistics. This includes arranging complex domestic and international travel for the CEO and other company leaders, meticulously planning flights, accommodations, and detailed itineraries. You will also coordinate the logistics for important events such as offsites, company-wide meetings, and key partner engagements, ensuring every detail is handled with precision.
• • Expense tracking and timely reimbursement processing will also fall under your purview, ensuring financial administration is handled efficiently and accurately. Your role extends to contributing to the day-to-day administration and office management, fostering a smooth, productive, and welcoming work environment for everyone at Hook Music. This involves coordinating effectively with vendors, building management, and various service providers to maintain office functionality and aesthetics.
• • You will be responsible for ordering and managing office supplies, equipment, and other team resources, ensuring that the team has the tools they need to succeed. A significant part of fostering a strong team culture involves assisting with the organization of team events, lunches, and internal gatherings, creating opportunities for connection and collaboration. You will also play a supportive role in the onboarding process for new hires, ensuring their workspace is set up, office access is arranged, and they have a positive initial experience.
• • This role is vital because, as Hook Music scales, the Founder & CEO’s strategic responsibilities in product development, artist and label partnerships, fundraising, and overall company strategy are immense. Your contribution as a trusted partner will directly enable the CEO to operate at maximum leverage, helping to streamline communication, manage competing priorities, and keep their valuable time focused on the most impactful work.
• • By bringing structure, organization, and proactive problem-solving to a dynamic and fast-moving environment, you will be a critical enabler of leadership effectiveness and will directly contribute to the company's accelerated growth and success. Your ability to anticipate needs, manage complex schedules, and maintain a high level of professionalism and discretion will be paramount to the success of both the leadership team and Hook Music as a whole.