Website VAConnect
Job Title: Executive Virtual Assistant (Music Industry)
Location: Must reside within South Africa (Remote)
Working Hours:
Initial: 80 hours per month
Reduced to 40 hours per month (after 2–3-month onboarding period)
Overview
Our client, a professional operating across the music, investment, and philanthropic sectors, is seeking a highly organised, adaptable, and proactive Executive Virtual Assistant. This role extends beyond traditional administrative support, requiring someone who can seamlessly operate across multiple areas of business and personal life.
The successful candidate will bring structure, efficiency, and reliability to a dynamic environment, providing support across music operations, financial administration, and personal assistant duties, including occasional home and family-related coordination.
Key Responsibilities (includes, but not limited to):
1. Administrative & Operational Support
Manage digital filing systems, organisation, and documentation
Maintain and optimise task tracking systems across all areas of work and life
Conduct research and provide ad hoc support
Ensure seamless coordination of day-to-day operations
2. Music Administration
Upload and manage music releases across platforms (e.g., DistroKid)
Handle metadata management (ISRCs, credits, splits, artwork versions)
Register songs across relevant platforms (e.g., PROs, neighbouring rights organisations)
Track royalties (Spotify, PRS, and other platforms)
Maintain a master release calendar and checklist
Manage playlist submission tracking and outcomes
Maintain and update contact databases (fans, venues, collaborators)
3. Gig & Tour Coordination
Coordinate gig logistics, including scheduling and communication
Assist with bookings, travel planning, and itinerary management
Liaise with venues, collaborators, and stakeholders
4. Financial, Investment & Administrative Support
Capture and categorise receipts
Track expenses across music, personal, and investment categories
Create and follow up on invoices (gigs, partnerships, royalties)
Organise contracts and tax-related documentation
Assist with investment administration (statements, tracking, basic reporting)
5. Marketing Execution Support
Schedule and publish social media content (execution only)
Send newsletters (content provided)
Assist with sync licensing submissions (form completion and tracking)
6. Personal & Lifestyle Support
Provide personal assistant support for home and family-related planning as required
Conduct travel research and coordinate logistics
Assist with day-to-day personal administrative tasks
Ensure all personal and professional to-do items are effectively tracked and executed
7. Philanthropic & Ad Hoc Support
Assist with administrative tasks related to philanthropic initiatives
Conduct research and coordination for charitable or impact-driven projects
Provide flexible support across new or evolving areas as required
Required Skills & Experience
Exceptional organisational skills (non-negotiable)
Strong systems-thinking ability
High level of flexibility and adaptability across different industries and priorities
Proven ability to manage diverse responsibilities (music, investments, philanthropy, and personal support)
Highly reliable with strong task ownership and follow-through
Tech-savvy (experience with tools such as Notion, Google Drive, email platforms, and music distribution platforms)
Strong written communication skills
Ability to work independently and remain calm under ambiguity
Nice-to-Have Skills
Basic Canva skills
Previous experience in the music industry or creative environments
Ideal Candidate Profile
Detail-oriented and process-driven
Highly adaptable with a flexible mindset
Comfortable working across multiple industries and areas of responsibility
Proactive and solution-focused
Able to manage multiple priorities without losing track of detail
Discreet and professional when handling personal matters
Takes initiative and anticipates needs
What Success Looks Like in This Role
Seamless organisation across music, business, and personal operations
Accurate and timely execution of all administrative and music-related tasks
Strong visibility and control over schedules, finances, and deliverables
Smooth coordination across professional and personal responsibilities
Reduced need for follow-ups and increased operational efficiency
Executive Virtual Assistant (Music Industry)
We are quite unique in the fact that we don’t only match skills and interests, we have a strong focus on personality as well. We know to succeed in the long term, you and your client should match in personality as well. You should get along with your new client and their team. We are a team first agency. We focus on creating a unusually tight-knit team bond, even though you are remote, you never loose the camaraderie of a supporting team. We developed our very own VAVarsity to further upskill you in aspects to help you become the one of #WorldsGreatest VA’s. The founders and directors actively coach and mentor all VA’s where you feel the need and in areas you want to improve, they are all about continued improvement, and with their vast business backgrounds they have a wealth of wisdom to share. It is all about you. #YourSuccessIsOurSuccess