Administrative Assistant

Job Description

We are currently seeking a dynamic Administrative Assistant to provide high-level administrative support to the Chief Administrative Officer. This position plays a crucial role in ensuring the smooth operation of the executive's daily activities, assisting in managing communication, and coordinating tasks that contribute to the efficiency of the executive's office. The ideal candidate has superior attention to detail, great organizational skills, the ability to meet tight deadlines and juggle multiple critical requests. A high level of integrity and discretion in handling confidential information and professionalism in dealing with senior professionals inside and outside the company is important. Must be very efficient and highly attuned to the smallest of details, as well as being able to multi ‐ task and work on tight deadlines in a high ‐ demand environment. This role is based in our Santa Monica, CA office and reports into the Manager of Strategic Initiatives & Office of CAO.

How you'll CREATE:
• Calendar Management: Assist with scheduling, coordinating, and updating the executive's calendar.
• Communication: Act as a point of contact between the executive and internal/external stakeholders. Handle correspondence, emails, phone calls, and inquiries with professionalism and discretion.
• Meeting Coordination: Organize meetings, prepare agendas, and ensure that materials are ready in advance. Take meeting minutes when required and follow up on action items.
• Travel Arrangements: Assist in booking travel, accommodations, and transportation for the executive, including handling itineraries and travel-related documents.
• Document Management: Prepare, proofread, and edit documents, presentations, and reports. Ensure all records are properly maintained and confidential information is securely handled.
• Expense Reporting: Track, reconcile and submit the executive's T&E related expenses.
• Project Support: Assist with special projects, research, and event planning.
• Office Support: Provide general administrative support, including filing, data entry, and organizing materials for various meetings and projects.

Bring your VIBE:
• Proven experience in an administrative assistant role, preferably supporting senior executives, with a minimum 3 years of experience as an executive or administrative assistant.
• Exceptional attention to detail, excellent follow ‐ through, problem ‐ solving and organizational skills.
• Excellent verbal and written communication skills.
• Demonstrated ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
• High level of discretion and confidentiality.
• Strong interpersonal skills with the ability to work well with a variety of stakeholders and employees throughout the company.
• Knowledge of travel management and expense reporting tools.
• Proficiency in Outlook and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• This role requires regular in-office attendance and occasional nights/weekends.

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.

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Job Category:
Administrative

Salary Range:
$39,799 - $82,005

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.

Jobcode: Reference SBJ-gp9w30-52-14-66-242-42 in your application.