Administrative Assistant

We are UMG, the Universal Music Group. We are the world’s leading music company. In everything we do, we are committed to artistry, innovation and entrepreneurship. We own and operate a broad array of businesses engaged in recorded music, music publishing, merchandising, and audiovisual content in more than 60 countries. We identify and develop recording artists and songwriters, and we produce, distribute and promote the most critically acclaimed and commercially successful music to delight and entertain fans around the world.
 

How we LEAD:  

MCA is currently seeking a dedicated Assistant to provide support to the President and CEO.  The ideal candidate will come from Music or Entertainment and have previous experience supporting an EVP, President or other high-level Executives.

This role requires exceptional attention to detail, great organizational skills, the ability to meet critical deadlines, and to juggle multiple priorities in a fast-paced environment.  A high level of integrity and discretion in handling confidential information, and professionalism in dealing with senior executives inside and outside the company is essential.  This role will represent the executive in a positive and professional manner and partner with the executive to help ensure the effectiveness of the function. The ideal candidate will be self-motivated, creative and adaptable. 

How you'll CREATE: 

• 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 

Bring your VIBE:  

• 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 

Perks Playlist:

• Be part of an entrepreneurial, global organization that values authenticity, drive, creativity, relationships, and a competitive spirit

• 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

• Variety of ways to prioritize much-needed time away from work including:

  • 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.

Disclaimer: This job description only provides an overview of job responsibilities that are subject to change.

Universal Music Group is an Equal Opportunity Employer

We are an E-Verify employer in Alabama, Arizona, Georgia, Mississippi, North Carolina, South Carolina, Tennessee, and Utah.

For more information, please click on the following links.

E-Verify Participation Poster: English / Spanish

E-Verify Right to Work Poster: English | Spanish

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