Office Assistant, London

Title: Office Assistant, London

Status: Full-time

Hours: 40/week, Monday - Friday, 10 am-6:30 pm

Location: London, UK

Reports to: HR Operations Manager, with a dotted line to the Vice Presidents of the London office

Company Summary: Secretly Group is a U.S.-based independent music company founded in 1996 and headquartered in Bloomington, Indiana. It operates as a multi-label group, creative services platform, and music publishing company focused on artist development and long-term catalog value. Notable artists include Bon Iver, Mitski, Khruangbin, Phoebe Bridgers, and Japanese Breakfast. With offices in New York, Los Angeles, Chicago, and London, affiliated labels include The Numero Group, Ghostly International, drink sum wtr, Merge Records, and Sacred Bones Records. All labels share infrastructure and common distribution through Secretly Distribution, the distribution and services arm founded in 1997, operating as an enterprise-level, global music distributor for independent labels and artists. Secretly Distribution is widely recognized as one of the largest independent music distributors today.

Position Summary: This is an entry-level position providing support as an administrative assistant and office assistant to Secretly's senior management team in the London office and is in person during our office hours from Monday – Friday from 10:00 am through 6:30 pm each day. This position offers a unique opportunity for a newcomer to the music industry to gain experience and an understanding of both the record label and distribution operations. This position requires strong computer skills, flexibility, excellent interpersonal skills, and the ability to work with all levels of internal management and staff, as well as outside clients. The ideal candidate will undertake a wide variety of tasks and responsibilities including but not limited to those outlined below.

Responsibilities:

• Oversee the London office operations, including maintenance, tenant relations, supply ordering, and coordinating repairs, to maintain an optimal workplace environment for employees
• Collaborate with the HR Operations Manager on daily office operations and initiatives, focusing on enhancing the employee experience, with weekly meetings to discuss ongoing projects and tasks
• Greet scheduled and unscheduled visitors and cover general reception duties
• Monitor, screen, respond to, and distribute incoming communications, including email, mail, and packages
• Support the senior UK team and their departments with scheduling, meetings, and travel arrangements as needed
• Record, transcribe, and distribute minutes as required
• Plan and organise virtual and in-person events for the London office
• Liaise with internal staff at all levels
• Submit payment and expense requests
• Stock office copies of vinyl records and occasionally coordinate promo mailings to clients and music supervisors
• Conduct routine administrative tasks, including errands and lunch pickups
• Support the publicity department with direct outreach, campaign research, and keeping the media contact database updated
• Support the label and distribution departments with metadata entry and generating reports
• Oversee and manage guest list requests for the UK and Europe
• Undertake special projects as required

The Ideal Candidate Demonstrates:

• Enthusiasm for supporting office operations with highly attuned organizational and planning skills
• Excellent written and verbal communication skills
• A keen eye for detail and accuracy, with strong organisational and planning skills
• The ability to multi-task and prioritise across several projects in a fast-paced environment
• Sound judgment, decision-making, and problem-solving ability
• Discretion with confidential information
• Initiative, adaptability, and an eye for streamlining internal processes
• Proficiency in Microsoft Outlook / Microsoft 365, Excel, Google Docs/Sheets/Slides, and Slack
• A team-oriented mindset and willingness to work across departments
• Passion for music and familiarity with the Secretly Group & Secretly Publishing roster is a plus

SG Services, Inc. Benefits:

• Private health insurance through BUPA
• Holidays
• Pension contributions
• End of Year Closure Holiday
• Paid Parental Leave
• Volunteer Hours Matching Policy
• Employee Assistance Program
• UK Bank Holidays
• Cycle to Work Scheme

Salary: London Living Wage

All qualified applicants will receive consideration for employment without regard to disability, protected veteran status, age, race, creed, color, religion, sex, marital status, affectional or sexual orientation, gender identity or expression, ancestry, nationality, or national origin.