Overview
Administrative Assistant – Santa Monica, 90404, United States of America
How You’ll CREATE:
- Provide high-quality administrative support in a demanding, fast-paced environment
- Arrange meetings and conference calls via telephone and email
- Manage calendars and appointments with an understanding of business priorities
- Coordinate and prioritize incoming verbal and email requests
- Anticipate and coordinate Santa Monica team’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
- Responsible for organizing personal arrangements as requested
- Manage and represent the UMGB Santa Monica office
- Promptly address any IT issues
- Order and set-up food service for meetings
- Greet meeting participants & arrange tours
- Proactively prepare the executives for meetings
- Exercise discretion when patching calls, rolling calls, and interrupting meetings
- Handle administrative duties
- Process travel & entertainment expenses
- Manage and execute all shipping and mailing requests in a timely manner
- Create and send grammatically/punctually correct internal/external company communication
- Archive and organize emails by topic and keep apprised of ongoing deals
- Order office supplies, make restaurant reservations, and approve expenses
- Help update Monday.com trackers as requested
- Collaboration within UMGB Depts:
- Work in tandem with Dept Manager to ensure seamless communication across London, New York and LA offices, executives and leadership team
Bring Your VIBE:
- Ability to interact comfortably and effectively with employees of our company at all levels including Senior Management
- Ability to interact comfortably and effectively with employees of companies we do business with
- Excellent and effective time management skills; multi-tasking; quick and responsive
- Self-motivated; ability to work independently and proactively and set priorities with regard to managing own workload; seek opportunities to improve position responsibilities and processes
- Excellent follow-through and attention to detail
- Excellent customer service skills
- Excellent organization and time management skills
- Excellent written and verbal communication
- Strong proficiency in and working knowledge of Outlook and other Microsoft Office Products
