Administrative Assistant

Job Description

Administrative Assistant (Finance)

Position's primary duties are to support the North American CFO, SVP of Finance, and VP/Controller of Commercial Services, with secondary duties to provide general departmental support to other Finance staff as required. The ideal candidate will come from music or entertainment, preferably within the finance or accounting areas. Previous experience supporting a high-level executive is required. Must be very efficient and highly detail-oriented; multi-tasking 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 and passion for the music industry are essential.

How you'll CREATE:
• Primary Responsibilities (for CFO, SVP & VP/Controller)
• Heavy calendar management (Outlook): arrange meetings and conference calls via telephone, Zoom, and email
• Participate in meetings as required
• Proactively prepare and remind executives for meetings
• Exercise discretion when patching calls, rolling calls, and interrupting meetings
• Coordinate and prioritize incoming verbal and email requests, including facilitating time sensitive signatures and approvals
• Prepare and process expense reports
• Book conference rooms and handle any associated food service, facilities or AV needs
• Book restaurant reservations, travel, accommodations, & car services as needed
• Additional administrative tasks as requested
• Secondary Responsibilities (General Departmental Support)
• Work closely with other assistants to facilitate general workflow
• Serve as cashier for in-house check printing for Santa Monica office
• Organize guest spaces and handle needs for internal and external finance guests visiting Santa Monica office
• Arrange meetings for other finance staff as requested
• Promptly address any IT or Facilities issues
• Maintain and order office supplies
• Maintain finance distribution lists and familiarity with general finance staff
• Serve as point person for finance questions coming from non-finance staff
• Point person for department goal setting system – work closely with People Development team to facilitate
• Other projects as assigned

Bring your VIBE:
• BA degree required
• Minimum 5 years of experience supporting a high-level executive with discretion and confidentiality
• Experience supporting more than one executive
• Administrative experience in music, entertainment, accounting or finance is highly preferred
• Ability to interact comfortably and effectively with employees of our company at all levels including Senior Management, as well as external contacts
• 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 organization and time management skills
• Excellent written and verbal communication
• Strong proficiency in and working knowledge of Outlook and other Microsoft Office Products, in particular Excel and PowerPoint

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:
$44,800 - $68,640

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-d2p1o6-18-117-186-92-42 in your application.