Administrative Assistant, Membership

WHO WE'RE LOOKING FOR

The Administrative Assistant will work with the Membership team of the Latin Recording Academy (Latin GRAMMYs) in providing an excellent experience to our members through stellar customer service and data management. You are organized, detail-oriented, data savvy, flexible, and can prioritize new tasks as they come in. You are eager to provide the utmost care in customer service and discretion to our members.

WHAT YOU'LL DO

• Support the Membership department and Chief Awards, Membership & Preservation Officer with general administrative duties.
• Assist with membership calls, filtering and directing as needed.
• Respond to and track out-of-office emails for the department head and team as needed.
• Manage Freshdesk (helpdesk ticketing system) daily by answering emails, rerouting as needed, and by keeping the team informed of inbox status.
• Manage in-office visits including reserving the conference room, inviting other staff if needed, sending meeting invites, follow up, etc.
• Take notes during meetings.
• Prepare team’s agenda for travel.
• Request reports.
• Maintain department calendar, keeping it up to date.
• Provide support with nominee medallion inventory.
• Handle membership shipments via FedEx as needed.
• Answer member emails, calls and voicemails to assist with account maintenance, new member submissions, requalification requirements, voting assistance, general membership related questions, renewals and more
• Verify member music credits, distribution, and career substantiation through research and calling references as needed.
• Work with the team in managing logistics for all membership mailings, emails, and benefit fulfillment.
• Ensure database is maintained accurately and meeting desired needs.
• Troubleshoot issues that may arise with technical support team.
• Assist the Membership and Awards teams during the Awards process.
• Other duties as assigned.

SKILLS & EXPERIENCE

• Bachelor's degree in Music, Business Administration, or related preferred or equivalent work experience.
• Fluency in English and Spanish (written and oral) required. Portuguese a huge plus.
• Proficiency in MS Office (Outlook, Word, Excel, PowerPoint).
• Experience working with Customer Relationship Management (CRM) databases preferred. Salesforce a plus.
• General knowledge of Latin music and it’s players.
• Excellent communication skills with a desire to provide excellent customer service.
• Ability to multitask in a fast-paced environment while prioritizing and remaining flexible.
• Must be punctual, organized, and detail oriented with the ability to safeguard confidential information.
• Availability for minimal travel domestically and internationally.