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:

Universal Music Publishing Group is looking for a dynamic Administrative Assistant to support the Executive Vice 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:

• Maintain schedule, arrange meetings
• Schedule, plan, book and distribute itineraries for Executive and Songwriter travel
• Point person to schedule UMPG studio and writer room calendars
• Answer telephones, file, scan and maintain confidential files and documents
• Liaise with other UMPG Departments and Department heads
• Maintain record of financial commitments including studio invoices, refund checks, travel expenses, expense reports and petty cash
• Inventory management
• Coordinate and maintain Office necessities including maintenance of office space and the day-to-day needs of the LA staff
• Set up and take and distribute notes for Weekly staff meetings (A&R and Listening) and provide audio support
• Provide coverage and support for Office of The Chairman, as needed
• Schedule and maintain artist/writer calendars for six writers on EVP’s roster
• Compile and distribute two weekly Mediabase Reports
• Research and update weekly song trends/sales and chart history reports
• Organize food delivery and food set up for two weekly meetings
• Research, update, upload, and distribute quarterly Casting List and UMPG Roster
• Research writer’s MDRC sheets and provide updated information as verified by Copyright
• Research, verify, and submit accurate writer publication lines to writers/management/labels
• Connect artists & management with appropriate copyright & sync contacts for licensing opportunities
• Submit splits and song information to admin. depending on artist’s assignment on UMPG Roster
• Submit confirmations to writers/management for studio and writer room bookings
• Assist in setting up off-site team meetings and events (ordering food and drinks, set up, breakdown, securing guest list and pertinent details), as needed
• Maintain and submit expenses, including tracking down copies of receipts
• Facilitate ticket buy requests, as needed
• Submit, process and follow up on invoices for EVP writers’ sessions, studios, equipment and other services
• Research studio charges on demo memos and provide updated artist/writer information for correct processing of costs to Finance
• Research outside studio prices for bookings and book with outside studios and confirm with writers/management
• Set up New Vendors and update vendor information in Uniport
• Assist in creating and updating bi-yearly Redbook reports 
• Obtain approvals and submit vacation requests
• Monitor writer demo, travel costs and un/recouped balances, as needed
• Distribute weekly A&R Looking/Co-Writes Email
• Facilitate photos and marketing introductions for social media channels
• Additional duties as assigned

Bring your VIBE:

• Ability to work under high pressure and speed
• Proactive in determining roadblocks
• Ability to multi-task
• Ability to work under minimal direction
• Excellent Communication Skills
• Possess a customer service mentality
• Minimum 1 year of experience as an Administrative Assistant
• Minimum 1 year of experience booking travel
• BA Preferred

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

Job Category:

Salary Range:

The actual base salary offered depends on a variety of factors, which may include, as applicable, the qualifications of the individual applicant for the position, years of relevant experience, specific and unique skills, level of education attained, certifications or other professional licenses held, and the location in which the applicant lives and/or from which they will be performing the job.  All candidates are encouraged to apply.