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Administrative Assistant

| Hollywood

Based at the iconic Capitol Tower in the heart of Hollywood, Capitol Music Group is home to some of the best known labels in modern music; encompassing the jazz icons of Blue Note, Capitol's generations of pop stars, and the legendary recording of Motown to name but a few. We produce, distribute and promote some of the most critically acclaimed and commercially successful music in the industry. This role is a fantastic opportunity to join an organization on the cutting edge of the modern music business and, as part of Universal Music Group, a chance to be part of the world's leading Music Company.

 We are looking for an Administrative Assistant to provide support the EVP, Global Marketing & Sales of Capitol Music Group, located in Hollywood, CA. The ideal candidate will come from Music or Entertainment and have previous experience supporting an EVP, President or other high-level executive. Experience supporting more than one senior executive is ideal, but not 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.

Job Functions:

Responsibilities & Tasks

  • Primary Responsibilities
    • Arrange meetings and conference calls via telephone and email
    • Cover phone lines and manage/update calendars
    • Coordinate and prioritize incoming verbal and email requests
    • Book travel, accommodations, & car services
    • Maintain a strong working knowledge of artist roster, employees, and important external contacts
    • Work closely with other executive assistants and occasionally cover their phone lines
  • Manage the offices
    • Exercise discretion when patching calls, rolling calls, and interrupting meetings
    • Proactively prepare the executives for meetings
    • Greet meeting participants & arrange tours
    • Order and set-up food service for meetings
    • Promptly address any IT issues
  • Handle administrative duties
    • Process travel & entertainment expenses
    • Create and send grammatically/punctually correct internal/external company communication
    • Archive and organize emails by topic and keep apprised of ongoing deals
    • Create and maintain presentations and other projects as assigned
    • Track vacation for salaried employees
    • Order office supplies, make restaurant reservations, and approve expenses
  • Job Requirements:

    Skills/Abilities:

  • Ability to interact comfortably and effectively with employees of our company at all levels including Senior Management
  • 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
  • Excellent written and verbal communication
  • Strong proficiency in and working knowledge of Outlook and other Microsoft Office Products
  •  Experience:

  • Minimum 3 years of experience supporting an EVP, President or other high-level executive with discretion and confidentiality.
  • Experience supporting more than one senior executive is preferred.
  • Music or entertainment experience is highly preferred.
  • Education:

    • Bachelor's Degree preferred

     Universal Music Group is an Equal Opportunity Employer.

    Disclaimer

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

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    Location

    UMG IT is primarily based in Woodland Hills, a neighborhood bordering the Santa Monica mountains in the San Fernando Valley region of Los Angeles

    An Insider's view of Universal Music Group

    What’s the vibe like in the office?

    Everyone is hard working but it’s still a pretty relaxed and friendly environment. If you need any help people are always ready to make time. Between the conference room with all over music related decorations, big lunch room with table-football and arcade games and a very casual dress code, the overall vibe is really chill.

    Laurent Burte

    Enterprise Portfolio Management Project Manager

    How do you collaborate with other teams in the company?

    Our team serves departments across the company by providing feedback and best practices on software asset management. We get to work with a lot of different teams which is really interesting.

    Ashia Coleman

    Junior Windows Systems and Application Administrator

    What makes someone successful on your team?

    Our team relies on the ability to have quick and meaningful communications, sharing of ideas in a constructive way and working closely as a whole team. You also need to be interested in always learning. Technology never stands still and neither does this team.

    Todd Hancsicsak

    Director, Rights & Repertoire Technology

    What does your typical day look like?

    There is no typical day at UMG, which is a good thing! I get an opportunity to work with numerous individuals within IT and the business on a variety of global projects. Having the opportunity to work with so many talented people globally and continuously learn and contribute to our business is very exciting.

    Gauri Gohokar

    Project Manager

    What are Universal Music Group Perks + Benefits

    Health Insurance & Wellness Benefits
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    Paid Holidays
    Paid Sick Days
    Perks & Discounts
    Casual Dress
    Game Room
    Parking
    Fitness Subsidies
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