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Full Time Job

Administrative Assistant

Interscope Records

Santa Monica, CA 01-10-2023
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  • Paid
  • Full Time
  • Entry (0-2 years) Experience
Job Description
Universal Music Group 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:
• Preferably 1-2 years of experience as an assistant, ideally in entertainment/music
• Bachelor's Degree preferred
• 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

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 Paid Holidays (including Juneteenth and Wellbeing Day)
• Summer Fridays (between Memorial Day and Labor Day)
• Generous paid parental leave for every type of parent

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

All UMG employees are currently required to be fully vaccinated against COVID-19 or provide proof of a negative PCR or Antigen test before entering any Company offices unless they have been approved for an exemption or unless prohibited by applicable law.

Universal Music Group is an Equal Opportunity Employer

We are an E-Verify employer.

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Job Category:
Administrative

Salary Range:
$36,017.28 - $56,650

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-g4e5zy-3-239-119-61-42 in your application.

Company Profile
Interscope Records

We are Universal Music Group, the world’s leading music company. We are the home for music’s greatest artists, innovators and entrepreneurs.