Administrative Assistant at Heid Music

Description

About the Role

Heid Music is a music retailer that provides solutions that foster happy and developing musicians. Our Administrative Assistant role takes pride in providing BRAVO customer service to both internal and external customers by performing detailed and accurate administrative support to company leadership and administrative departments.

Responsibilities

Executive & Administrative Support

• Provide high-level administrative support to the President, CEO, and Human Resources Manager.
• Manage calendars, schedule meetings, prepare agendas, and ensure timely follow-up with meeting notes and action items.
• Assist in the creation, editing, and distribution of internal and external communications.
• Maintain organized digital and physical filing systems.
• Support the development and upkeep of company newsletters and internal announcements.
• Help prepare presentations, reports, and visual materials for meetings and events.
  
  

Human Resources & Business Support

• Assist with HR documentation and employee communications.
• Help coordinate internal initiatives such as recognition programs, training sessions, and company-wide updates.
• Support project management efforts related to policies, procedures, and training plan communications.
• Track and manage office supply budgets, procurement, and vendor relationships.
  
  

Vendor & Project Support

• Collaborate with Heid Music’s vendor network to coordinate meetings, manage logistics, and follow up on action items.
• Assist in tracking vendor-related communications and documentation.
• Support cross-functional projects by organizing details, timelines, and communication plans.
  
  

Community Engagement & Event Support

• Coordinate logistics for company and community events, including setup, catering, supplies, clean-up, and documentation.
• Partner with company president and other managers to administer the company donation program.
• Update and maintain the company’s community calendar with events, sponsorships, and donation activities.
• Support Public Relations initiatives by gathering and organizing event details, photos, and promotional materials.
• Serve as a liaison with community partners and vendors to ensure smooth execution of events.
  
  

Work Environment

This position operates in a standard office setting that is professional, collaborative, and fast-paced. The role primarily involves working at a desk using a computer for extended periods, handling phone calls, and interacting with staff and visitors. The environment is generally quiet to moderately busy, requiring the ability to manage multiple tasks and maintain attention to detail. Occasional lifting of office supplies and walking within the office may be necessary.

Qualifications

• Exceptional attention to detail and organizational skills.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams, Sharepoint).
• Strong written and verbal communication abilities.
• Ability to manage multiple priorities with a proactive, solution-oriented mindset.
• Experience supporting executive-level staff and coordinating events preferred.
• Familiarity with digital filing systems and internal communication platforms is a plus.
• Passion for music, education, and community engagement is welcomed and encouraged.
• Ability to travel within Wisconsin less than 10% of the time to support store locations and community events.