Executive Assistant Job at Mutual Friends in New York

About Mutual Friends

Mutual Friends is a music company (artist management and record label) based in New York City and Los Angeles. We’re passionate about building meaningful, long-term careers for artists and connecting them with their audiences in impactful ways. We specialize in marketing, branding, touring, social media, A&R, and many other verticals that help build well‑rounded, established brands for our artists.

We are artist-first, detail-driven, and deeply collaborative team. We’re looking for someone excited to dive in and proactively be a part of the team.

Position Overview

Mutual Friends is seeking a highly organized, proactive Assistant to support our New York based team. This role provides direct administrative and project support to the two partners across management, label, and general company operations and offers hands‑on exposure to artist campaigns, releases, touring, and day‑to‑day company workflows.

The ideal candidate is detail-oriented, communicative, eager to learn, and thrives in a fast‑paced environment. This is an excellent opportunity for someone early in their music career looking to build a strong foundation and meaningful experience.

Key Responsibilities

• Manage calendars, scheduling, and meeting coordination for managers and team leads
• Daily review of leadership’s calendar for the day and week, ensuring alignment with priorities and schedule.
• Organize company documents, contracts, and shared drives
• Assist with inbox organization, correspondence, and follow‑up
• Book travel, including flights, hotels, and itineraries
• Prepare agendas, take notes, and track action items for internal and external meetings. Following up with materials after meetings.
• Assist with invoice tracking, expense organization, and budget documentation
• Assist with asset organization including audio, artwork, metadata, and visual content
• Help track release timelines, deliverables, and internal checklists
• Help prepare pitch materials and internal recaps
• Maintain internal trackers, shared calendars, and project management tools
• Assist with research, competitive analysis, and ad hoc projects
• Support interns or additional assistants as the team grows
• Plan and execute gift giving, dinners, team events, and professional meetings, as related to leadership’s schedule.
• Assist with office operations and organization.
• Jump in wherever needed to keep projects moving smoothly
• A genuine passion for music and artist development

Why This Role

• Direct exposure to artist management and label operations
• Hands‑on learning across many aspects of the business including general management, touring, marketing, creative execution, general business operations, and much more.
• Opportunity for meaningful experience within a fast‑moving, artist‑first company
• Collaborative team environment where assistants are trusted and empowered