Assistant, Sync

About the role

Department: Sync Reporting To: Alaine Fulton Location: London, United Kingdom Hybrid Working: 3 days in your local office Full-time | Permanent The Role The Creative Sync team is looking for an Assistant to provide high-level administrative and operational support to the London team, ensuring smooth day-to-day workflow, accurate tracking of pitches and assets, and effective coordination across internal teams and external partners. This role is ideal for someone who is highly organised, proactive, and detail-oriented, with a passion for music and an interest in building a career within the sync and music publishing industry. You'll play an important role in supporting the team's day-to-day operations while gaining exposure to a wide range of creative and commercial activities. What You'll Do You provide day-to-day administrative support to the Creative Synch team, helping ensure the smooth running of team activities and priorities. You manage calendars, coordinate meetings, and support scheduling for senior team members. You maintain and organise team assets, databases, contact lists, and shared resources. You support the preparation and delivery of audio assets, ensuring internal and external requests are fulfilled accurately and on time. You assist with the coordination of events, showcases, ticketing, invitations, and artist-related activities. You support the creation and distribution of newsletters, communications, and other team materials. You pull reports and information from internal systems and help maintain accurate records of synch pitches, submissions, and deals. You prepare expense reports and provide general administrative support to senior members of the Creative Sync team. You collaborate with colleagues across Kobalt to ensure information is shared accurately and workflows run efficiently. What You'll Bring Preferred: Foundations in administrative experience, ideally supporting and/or working closely with senior-level executives. Music industry experience preferred, with working knowledge of the recorded music and/or music publishing business. Proficiency in Microsoft Office Suite (Outlook, Word, Excel) and Google Workspace. Experience with Photoshop, Canva, and iMovie is a plus. Highly organised with strong attention to detail and the ability to manage multiple priorities simultaneously. Proactive, collaborative, and resourceful, with sound judgement and professionalism. Strong written and verbal communication skills. Comfortable working in a fast-paced, high-volume, and evolving environment. Ability to maintain a high level of confidentiality. Additional Skills That Could Add Value: Experience supporting creative, music, entertainment, or media teams. An interest in music publishing, synchronization, and creative licensing. Experience managing databases, reporting, and operational processes. What Success Looks Like By Month 3: Foundational Knowledge of Daily Workflows and Internal Systems You'll have developed a strong understanding of the Creative Sync team's workflows, internal systems, and operational processes. You'll be confidently managing core administrative responsibilities, maintaining accurate records, supporting scheduling and meetings, and ensuring synch assets and information are organised effectively. By Month 6: Proactive & Integrated Within the Creative Sync Team You'll be operating independently across your core responsibilities, proactively supporting the Creative Sync team, managing client-facing activity and reporting requirements, and identifying opportunities to improve processes and efficiency. You'll have built strong relationships with internal stakeholders and become a trusted point of contact for day-to-day operational support. By Year 1: Strategic Support & Growth Ready You'll be a highly valued member of the Creative Sync team, providing seamless operational and administrative support across multiple functions. You'll confidently manage complex priorities, contribute to process improvements, support high-profile client activity, and be well positioned to take on additional responsibilities as the team continues to grow. Key Behaviours for Success Adaptability & Strong Work Ethic Thrives in a fast-paced and evolving environment, responding positively to changing priorities while maintaining a high standard of work and consistently delivering against deadlines. Strong Time Management & Prioritisation Effectively manages multiple competing priorities, balancing administrative responsibilities, stakeholder requests, and project work while ensuring deadlines and commitments are met. Proactive Organisation & Attention to Detail Maintains highly organised systems, records, and processes while demonstrating exceptional attention to detail across scheduling, reporting, asset management, and client-facing activities. Interview Process Introductory call with a member of our Recruitment Team First round virtual interview with the hiring manager Final stage interviews onsit

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