Administrative Business Manager (Hybrid NYC)

WHO WE ARE :

We are a producers playground, delivering music creators the tools they need to bring their ideas to life. With a massive, industry-leading catalog of licensed samples, paired with powerful AI, and access to affordable plugins and DAWs, Splice kicks sound discovery, inspiration, and creative output into overdrive.

HOW WE WORK :

At Splice, DISCO is a rallying cry for collaboration, accountability and unity within our organization; Direct, Inclusive, Splice Together, Creator Centric and Optimistic.

Our shared success depends on our ability to support one another, work well together and communicate directly. By embracing flexibility and a unified approach, we can navigate anything that’s thrown at us.

Splice embraces a culture of remote work. You’ll see your colleagues showing up from across the US and the UK. In order to keep us working well as a team, we have regular communication, including Town Halls, departmental All Hands and get-togethers.

When you join Splice, you join a network of colleagues, peers, and collaborators. Are you ready?

JOB TITLE : Administrative Business Manager

LOCATION : (HYBRID - LOCAL NYC)

THE ROLE : The Administrative Business Manager will oversee the daily operations and administrative functions of Splice within the People and Culture department, ensuring efficient and effective business processes and support.

This role involves managing office operations, coordinating with various departments, and supporting senior management in their administrative functions.

The ideal candidate is a proactive problem solver with strong organizational skills, exceptional attention to detail, and the ability to intuitively and strategically support leaders' calendars.

This position is also a hybrid role that includes Events Management and planning. Responsibilities will include planning, organizing, and executing a variety of events, including conferences, summits, high-level departmental meetings, webinars, and internal company gatherings.

This role requires a high level of creativity, exceptional organizational skills, strong collaboration skills, and the ability to manage multiple projects simultaneously.

WHAT YOU’LL DO :

Strategic Administrative Management :

Responsible for overseeing daily office operations, including facilities management, office supplies, and administrative support.

One day a week required attendance in NY office and as needed to support events)

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) for document preparation, data analysis, and presentations.
• Implement and maintain office procedures and systems to ensure efficiency.
• Manage contracts and relationships with vendors, service providers, and landlord.
• Provide strategic and fast-paced calendar (business), travel, and expense reporting support to the Head of People and up to (4) additional Leadership Team leaders.
• Triage all incoming requests for Leaders' time to ensure their calendar is aligned with the priorities of the organization.
• Assist LT management with calendar maintenance and planning. Work with each leader to create an ideal work week’ and adjust the calendar according to shifting priorities.
• Work with all relevant stakeholders to prepare the leader’s internal and external meetings, presentations, and events.

Conserve the LT’s time by researching, collecting, and analyzing necessary information.

• Monitor information flow by acting as a gatekeeper, ensuring the leader is involved in a project or decision-making process at the right moment.
• Prepare reports, presentations, and documentation for the P&C team.
• Conduct research and provide insights on industry trends and best practices.
• Support ad hoc projects as they arise.

Financial Oversight :

• Expense management and submission of expense reports for assigned Leadership Team members only.
• Monitor P&C office budget and ensure office expenses are in line with the identified budget.
• Identify low to moderate cost savings for events and services.
• Budget creation and submission to Finance and P&C leader to support various events. Coordinate with accounting and finance teams for accurate financial record-keeping.

Human Resources :

• Support HR functions as assigned by Head of People, this may include assisting with recruitment and employee onboarding.
• Assist and support employee engagement initiatives and promote a positive workplace culture.

Event Planning and Execution :

• Develop and implement event strategies that align with Splice’s objectives and goals.
• Plan, coordinate, and execute all aspects of events, Hub launches, Hub get-togethers, including logistics, budgeting, vendor management, and onsite execution.
• Create detailed event plans, timelines, and budgets, and ensure all events are delivered on time and within budget.
• Work closely with internal teams, including P&C, product, sales, marketing, and executive leadership, to ensure objectives are met.
• Coordinate with speakers, sponsors, and partners to ensure seamless event participation.
• Support with catering scheduling during other company events
• Serve as the main point of contact for all event-related inquiries.

Vendor and Venue Management :

• Research, negotiate, and manage relationships with venues, vendors, and service providers.
• Ensure all contracts and agreements are in place and adhered to.
• Oversee event setup, breakdown, and overall event operations.

Marketing and Promotion :

• Collaborate with the marketing & Brand teams to develop event marketing plans, promotional materials, and communication strategies.
• Utilize social media, email marketing, and other channels to promote events and drive attendance.
• Manage event registration processes and attendee communications.

Post-Event Analysis :

• Conduct post-event evaluations to gather feedback and measure event success.
• Analyze event metrics and provide detailed reports to stakeholders.
• Identify areas for improvement and develop strategies for future events.

Office Management :

• Be physically present at the New York office on Wednesdays, and additional days as needed during events for support.
• Manage daily office operations, including maintaining office supplies, coordinating with vendors, and ensuring a clean, safe, and organized workspace.
• Manage office seating arrangements and ensure optimal space utilization. Oversee and maintain office management software to track seating plans.
• Be our office guru, and hold the office knowledge base to address any concerns.
• Serve as Splice’s problem solver for any office / facilities related issues
• Serve as the point of contact with vendors, service providers, and landlords

JOB REQUIREMENTS :

• Bachelor’s Degree or equivalent work experience
• 5+ years of proven experience in administrative management or a similar role.
• Proficient in calendar management across time zones, task coordination, and time management.
• Extremely well-organized and detail-oriented
• High degree of accuracy and meticulous follow-up on tasks and projects.
• Excellent verbal, written, and interpersonal communication skills
• Ability to handle sensitive information with discretion and maintain confidentiality
• Demonstrated ability to anticipate needs, address potential issues, and make quick, informed decisions
• Take feedback well, but also able to work autonomously with little direction and make decisions as needed, while maintaining excellent communication with stakeholders
• Experience booking both domestic and international travel
• Proven experience in planning, organizing, and managing events, including meetings, conferences, and special events
• Efficient with video conferencing tools, Google Workspace, and Microsoft Office
• Ability to travel as required, and work in the New York office 1+ times per week as required

The national pay range for this role is $107,500 - $120,000. Individual compensation will be commensurate with the candidate's experience.

Splice is an Equal Opportunity Employer Splice provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.