Overview
Administrative Assistant – Santa Monica, 90404, United States of America
How we LEAD:
Universal Music Publishing Group is looking for a dynamic Administrative Assistant to support the President, Global Administration. The ideal candidate will be an organized, detail-oriented person, who can easily handle the assistant duties listed below, as well as someone who can take on more responsibilities as they get established in the role. This will be a great opportunity for someone who can handle the day-to-day workload and will also be motivated to identify ways to contribute to the department.
How you’ll CREATE:
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Meeting Coordination: Organize meetings and ensure that materials are ready in advance. Take meeting minutes when required and follow up on action items.
- Arrange Zoom, in-person meetings and conference calls
- Calendar Management: Scheduling, coordinating, and updating calendar
- Travel Arrangements: Book travel, accommodations, and transportation, including handling itineraries and travel-related documents.
- Maintain a strong working knowledge of employees, other departments, labels, artists, and important external contacts
- Maintain an organized environment for the Executive’s office
- Work closely with other administrative assistants
- Project Support: Assist with special projects, research, and event planning.
- Regular meeting prep, coordination, and notes
- Promptly address any IT issues
- Interact Finance and help process invoices
- Create and send grammatically/punctually correct internal/external company communication
- Submit monthly expenses, reconciliation, and processing such as travel & entertainment expenses
- Order office supplies, make restaurant reservations
- Additional duties as assigned
Bring Your VIBE:
- Minimum 1 year of experience as an Administrative Assistant, receptionist and/or previous intern experience
- Minimum 1 year of experience booking travel, calendar management
- Ability to interact comfortably and effectively with employees of the company at all levels including Senior Management
- Ability to interact comfortably and effectively with external partners and clients
- High attention to detail, excellent follow-through, problem-solving and organizational skills
- Self-starter, proactive, and resourceful
- Flexible – able to adjust to changing priorities, and able to multi-task
- Prompt, punctual and on top of all tasks
- Excellent time management skills
- Excellent written and verbal communication
- Strong proficiency and working knowledge of Microsoft Office Products
- Creative and Technical skills a plus (Adobe Creative Suite, Keynote, SharePoint, Box)
- Ability to sit and stand for long periods of time
- Bachelor’s Degree preferred
- Interest in Film and TV and basic knowledge of key players in music documentary world (e.g., networks, streamers, directors, etc.)
- Interest in Music and basic knowledge of major labels / artists / award shows / festivals / etc.
