Executive & Finance Assistant

Job Description

Executive & Finance Assistant

We currently have a fantastic opportunity to join our innovative and highly sought-after team at WEA.

A little bit about our team:

WEA is the distribution division and the global artist and label services arm of Warner Music Group. WEA oversees a variety of functions such as streaming account management & playlisting, physical account management and distribution, direct-to-fan and merchandising operations, consumer acquisition, content creation, legal & business affairs, and finance.

Why this could be your next big break:

The Executive and Finance Assistant will support the President, WEA and CFO with day-to-day administration while handling light office administration for all of WEA and culture-building initiatives. The Executive & Finance Assistant will work closely with all WEA departments, plus HR, Finance, Office Services & Acquisitions (EMP, HipHopDX, Songkick, and UPROXX.) on various projects.

You will be involved in the culture of WEA unlike any other role on the team through social-events, onsite, offsite, & virtual planning. You have the opportunity to engage with every team in WEA through everyday scheduling to keep the team running.

Here you'll get to:

Executive Support
• Manage executive calendars, schedule meetings, arrange conference calls and travel (domestic & international), coordinate team meetings and functions, answer phones, manage executive expenses, etc.
• Liaise with Technology and Office Services departments regarding software, equipment and office needs
• Administrative go-to person for the department; able to direct questions to the right person
• You will manage highly sensitive, confidential information with the highest level of discretion
• You will work on Special Projects for the President and for other WEA departments as needed
• Assist with creating, formatting and designing PowerPoint presentations and charts

Accounting and Finance Support
• Manage invoice and PO coding and processing.
• Maintain codes for payment of American Express Business Travel Account.
• Review T&E Reports for proper documentation and policy application; communicate changes or corrections needed to submitted reports.
• Tracking, monitor and distribute department overtime spending to department heads.
• Organize network files and directories
Office Administration
• Plan domestic & international conferences/special events on & offsite, both in person and virtual
• Maintain office floor plan changes and space requests for all WEA locations
• You will work with Office Services to execute office remodels, redesigns and floor plan initiatives
• Coordinate department needs and initiatives with HR to enhance remote working
• Support various ad hoc requests as needed

Rockstar candidates will be able to:
• You are a pro-active 'self-starter' who takes initiative to get involved in all aspects of the department
• You are highly detail oriented, able to multi-task on a regular basis, and work in a ''Team'' environment
• You have deadline awareness and ability to prioritize workload
• You have the ability to orchestrate and manage multiple overlapping meetings, projects, vendors
• You have the ability to proactively identify challenges and offer creative and innovative solutions
• You have the ability to communicate information clearly, concisely and professionally, both written and verbally.
• You have strong budgeting and project management skills including top-to-bottom event planning
• You have an ability to take direction and execute specific outlined initiatives
• You have excellent interpersonal skills and are able to communicate with employees at all levels in the company, including senior management, clients, and vendors
• You have the ability to work with others and maintain focus while working under pressure
• You have outstanding organization and follow-up skills

It would be music to our ears if you also had:
• 5+ years of Executive level administrative experience.
• 5+ years of Corporate meeting planning experience.
• 5+ years in Project management experience desirable.
• 5+ Experience with budget administration in corporate environments is a plus.
• College Degree preferred
• You have excellent computer and Microsoft Office skills, including Outlook, Word, Excel, PowerPoint, etc.

Jobcode: Reference SBJ-rneze5-3-14-15-94-42 in your application.