Administrative Assistant (3828)

About Level Group Ltd.

Level Group Ltd. is a fast-growing, Nashville-based music business management firm. While artist managers handle creative decisions, Level provides specialized business and financial services for bands and other clients across the music industry. At Level, we focus on providing the highest degree of specialized customer service to our clients. This is an exciting time to join Level Group as we continue to grow our client base and expand our business offerings!

About the Role

Level Group is seeking an entry-level Administrative Assistant to manage our front desk in a full-time, in-person capacity at our Nashville office. Reporting directly to the Executive Assistant of the President, this role serves as the face and voice of our firm.

We are specifically looking for someone who truly loves this type of work and genuinely wants to be the ultimate first impression for our clients and visitors. In this role, you will act as a premier representative of our company culture. We want a team member who is eager to bring fresh, creative ideas to how we maintain our office space and how we celebrate, engage, and support our staff.

This position is perfect for an ambitious professional looking to launch their career and advance within the music financial and business services industry!

Key Responsibilities

Front-Desk, Hospitality & Culture Leadership

• First Impression Champion: Greet all guests, clients, and artists professionally, verify appointments, and guide visitors to the correct rooms with high-energy hospitality.
• Culture Representative: Embody the welcoming, professional, and vibrant spirit of Level Group as the primary point of contact for the office.
• Staff Engagement & Celebration: Bring creative ideas to life to celebrate staff milestones, birthdays, and achievements to keep the team engaged.
• Manage Communications: Answer, screen, and transfer incoming calls to appropriate departments while taking accurate, detailed messages.
• Customer Service: Provide callers and walk-in guests with general information to ensure an exceptional experience.

Daily Office & Creative Facilities Support

• Office Maintenance Innovation: Infuse creativity into how the office environment is presented, including managing seasonal decorations and organizing common spaces.
• Environment Upkeep: Maintain a clean office environment, including conference rooms, reception, and the setup or reorganization of desks and equipment.
• Mail Logistics: Receive, sort, scan, and distribute incoming mail and packages; coordinate USPS/FedEx pickups and drop-offs.
• Inventory Management: Monitor office supply levels, place approved orders, and restock supply areas as necessary.
• Kitchen Coordination: Stock the kitchen with drinks/snacks and coordinate approved team meals, snacks, or special treats.
• Event Coordination: Partner with the Office Manager to creatively plan and coordinate company events, parties, and team-building activities.
• Errands & Storage: Handle occasional external errands and transport items safely to and from storage facilities.
• Office Support: Facilitate the communication of general MFA codes to necessary parties and offer general office help as needed.

Administrative & Clerical Support

• Document Management: Perform clerical duties, including filing, copying, scanning, transcribing, and preparing documents, meeting materials, and minutes.
• Data & Invoicing: Execute precise data entry, create/maintain spreadsheets, update internal databases, generate invoices, and process FedEx reimbursements.
• Task & Deadline Tracking: Organize, track, and prioritize tasks; monitor strict deadlines and follow up with teams to ensure timely completion.
• Managerial Aid: Support the Office Manager with special projects, communications, and operational tasks while handling sensitive information with utmost discretion.
• Travel Logistics: Assist with travel coordination, including booking arrangements and preparing detailed itineraries.
• Supplemental Support: Provide backup coverage for calendar management, meeting scheduling, check deposits, Executive Assistant tasks, and basic IT functions as required.

This job description is not intended to be an exhaustive list of all duties and responsibilities associated with the position. Responsibilities may evolve or change over time based on business needs; prior notice will be given whenever possible, and flexibility is highly valued.

Benefits & Perks

• Time Off: Robust Paid Time Off (PTO) and an extensive holiday schedule.
• Health & Wellness: Comprehensive Health, Dental, and Vision insurance coverage.
• Financial Future: 401(k) retirement savings plan options.
• Workplace Culture: Casual, fun, and highly energetic music-centric work environment.
• Team Perks: Regular company-sponsored outings and team activities.

Ideal Candidate Profile

• Technical Proficiency: You are highly proficient in Microsoft Word and Excel for data entry, formatting, and reporting.
• Passionate About the Work: You genuinely love administrative and hospitality work and take pride in running an efficient front desk.
• Ambitious & Detail-Oriented: You are self-motivated, extremely detail-oriented, and very organized.
• Creative & Initiative-Driven: You enjoy thinking outside the box to enhance business processes and find fun ways to engage the office staff.
• Adaptable Multi-tasker: You can multitask efficiently and pivot quickly based on changing priorities in a fast-paced environment.
• Discrete & Professional: You handle sensitive client and company information with the highest level of confidentiality and discretion.
• Collaborative Mindset: You are a dedicated team player who works well with others and models high standards of accountability.