Administrative Assistant
Description
- First point of contact for Executive
- Provide high-quality administrative support in a demanding, fast-paced environment with tight deadlines.
- Extensive travel and meeting coordination/calendar management
- Build and coordinate agendas and decks for internal and external meetings
- Creating in-depth presentations for Executive on a regular basis.
- Ensure that presentations and reports are effective, provided on a timely basis and subject to rigorous standards
- Manage incoming correspondence on behalf of the Executives via calls, emails, other, accurately and in a timely fashion
- Maintain up-to-date awareness of the Executives’ obligations to proactively assist and/or anticipate needs
- Anticipate and coordinate executive’s point-to-point travel needs (accommodations and car service) as well as processing entertainment expenses and preparing itineraries
- Maintain a strong working knowledge of artist roster, employees, and important external contacts
- Be flexible and work in a fast-paced environment
- Respond to changes quickly and proactively alter priorities when necessary
- Foresee and/or manage risk, conflicts, and problem areas
- Regular meeting prep and coordination, including food ordering, document prep and organization as directed, occasional meeting coverage and note taking
- Process expense reports, ensuring that the correct coding is used; resolve payment issues
- Draft communications (internal and external) on behalf of the Executives
- Special project coordination requiring follow up and meeting of deadlines
- Provide best in class hospitality and high level of service to guests to ensure a feeling of welcome and comfort
- Assist, plan and coordinate staff meetings and social events including staff meeting, company-wide social events, etc.
- Additional duties and other projects as required
Requirements
- 3-5 years of solid Administrative Assistant experience supporting high level executives in entertainment
- Self-starter with the ability to prioritize, organize and establish administrative procedures
- Adaptive, flexible and work under pressure
- Highly attuned to the smallest of details
- Proactive in calendar scheduling and providing solutions
- Ability to interact comfortably and effectively with external partners and clients, employees of the company at all levels including Executive Management
- Great social and interpersonal skills
- Strong technical skills: typing and PC experience including Microsoft Office: Outlook, Excel, PowerPoint required
- Strong organizational skills and attention to detail
- Excellent oral and written communication skills
- Multi-task and have excellent follow-through
- Ability to handle confidential information
- Overtime/accessibility on nights and weekends as needed
- Business related degree or equivalent experience
Benefits & Perks
- Comprehensive medical, dental, vision, and FSA options, as well as:
- 100% coverage for out-patient mental health services
- Wellbeing reimbursements for fitness classes, spa treatments, meal services, travel, and so much more (up to $720/year)
- A lifetime fertility support allowance of $30,000 to plan participants
- Student Loan Repayment Assistance and Tuition Reimbursement
- 100% immediately vested 401(k) match on the first 5% of your contribution on eligible compensation
- Flexible Paid Time Off (PTO) for exempt employees
- 3-weeks PTO for non-exempt employees
- 2-weeks paid Winter Break
- 10 Company Holidays (including Juneteenth and Wellbeing Day)
- Summer Fridays (between Memorial Day and Labor Day)
- Generous paid parental leave for every type of parent
- Check out our full overview of benefits on the Perks Playlist page of the career site.
How to apply
Apply via link
Universal Music Group
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Universal Music Group (UMG) is the world leader in music-based entertainment, with a broad array of businesses engaged in recorded music, music publishing, merchandising and audiovisual content in more than 60 countries. Featuring the most comprehensive catalog of recordings and songs across every musical genre, UMG identifies and develops artists and produces and distributes the most critically acclaimed and commercially successful music in the world. Committed to artistry, innovation and entrepreneurship, UMG fosters the development of services, platforms and business models in order to broaden artistic and commercial opportunities for our artists and create new experiences for fans. Universal Music Group's labels include A&M Records, Astralwerks, Blue Note Records, Capitol Christian Music Group, Capitol Records, Capitol Records Nashville, Caroline, Decca, Def Jam Recordings, Deutsche Grammophon, Disa, Emarcy, EMI Records Nashville, Fonovisa, Geffen Records, Harvest, Interscope Records, Island Records, Machete Music, MCA Nashville, Mercury Nashville, Mercury Records, Motown Records, Polydor Records, Republic Records, Universal Music Latino, Verve Label Group, Virgin Records, Virgin EMI Records, as well as a multitude of record labels owned or distributed by its record company subsidiaries around the world. UMG's catalog is marketed through two distinct divisions, Universal Music Enterprises (in the U.S.) and Universal Strategic Marketing (outside the U.S.). UMG also includes Universal Music Publishing Group, one of the industry's premier music publishing operations worldwide and Bravado, the leading provider of consumer, lifestyle and branding services to recording artists and entertainment brands around the world. Universal Music Group is a Vivendi company.