Job Description

Administrative Assistant - Santa Monica, 90404, United States of America

How we LEAD:

UMG is currently looking for a 2nd Assistant for one of our Executives at Interscope Records. The ideal candidate will have great judgment with discretion and confidentiality and will also report to two of our other EA’s.

This exciting role requires superior attention to detail, great organizational skills, the ability to meet tight deadlines, and to 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 working on tight deadlines in a high pressure environment is crucial. No task is too small and no challenge too great. A “can-do” attitude is essential.

How you\\\'ll CREATE:

Manage the schedule:

• Set up meetings and conference calls

• Send meeting information (Zoom or dial in) prior to the meeting

• Coordinate incoming meeting requests and prioritize

• Collaborate with Security and Reception to ensure they are aware of meeting details (as needed)

• Help the Executive and EA stay on schedule

• Partner and coordinate with the Studio staff to arrange meeting space

Manage the office:

• Exercise discretion when patching calls, rolling calls, and interrupting meetings

• Arrange meetings via telephone and email/Microsoft Outlook Calendar

• Greet meeting participants

• Manage and update contacts

Handle administrative duties:

• Process travel & entertainment expenses

• Book travel, accommodations, car services

• Order and set-up food service for meetings

• Create and send grammatically/punctually correct internal/external company communication

• Archive emails, maintain current/prospective labels electronic folders

• Packing/shipping

• Maintain an organized environment for the Executive’s office

• Update/manage calendar(s)

• Create and maintain presentations and other project work as assigned

• Coordinate and manage important dates for artists/partners including holidays

Manage all duties related to:

• Company mobile phones

• Company credit cards

• Office supplies

• Invoice payments

Bring your VIBE:

• Ability to interact comfortably and effectively with employees of our company at all levels including Senior Management Globally

• Ability to interact comfortably and effectively with employees of companies we do business with

• Self-motivated, proactive, and resourceful

• Excellent follow-through and attention to detail

• Flexible – able to adjust to changing priorities, and able to multi-task

• Excellent customer service skills

• Excellent organization and time management skills

• Strong proficiency and working knowledge of Microsoft Office Products

Experience:

• Preferably 1-2 years of experience as an assistant, ideally in entertainment/music

Education:

• Bachelor’s Degree preferred

Job Tags

Similar Jobs