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Administrative Assistant

| Santa Monica

We are UMG, the Universal Music Group. We are the world's leading music company. In everything we do, we are committed to artistry, innovation and entrepreneurship. We own and operate a broad array of businesses engaged in recorded music, music publishing, merchandising, and audiovisual content in more than 60 countries. We identify and develop recording artists and songwriters, and we produce, distribute and promote the most critically acclaimed and commercially successful music to delight and entertain fans around the world.

Universal Music Publishing Group is looking for a dynamic Administrative Assistant to support the EVP of Creative Operations. The ideal candidate will be an organized, detail oriented person, who can easily handle the assistant duties listed below, as well as someone who can take on more responsibilities as they get established in the role. This will be a great opportunity for someone who can handle the day-to-day workload and will also be motivated to identify ways to contribute to the department.

Job Functions:

  • Maintain schedule, arrange meetings
  • Schedule, plan, book and distribute itineraries for Executive and Songwriter travel
  • Point person to schedule UMPG studio and writer room calendars
  • Answer telephones, file, scan and maintain confidential files and documents
  • Liaise with other UMPG Departments and Department heads
  • Maintain record of financial commitments including; studio invoices, refund checks, travel expenses, expense reports and petty cash
  • Inventory management
  • Coordinate and maintain Office necessities including; maintenance of office space and the day-to-day needs of the LA staff
  • Set up and take and distribute notes for Weekly staff meetings (A&R and Listening) and provide audio support
  • Provide coverage and support for Office of The Chairman, as needed
  • Schedule and maintain artist/writer calendars for six writers on EVP's roster
  • Compile and distribute two weekly Mediabase Reports
  • Research and update weekly song trends/sales and chart history reports
  • Organize food delivery and food set up for two weekly meetings
  • Research, update, upload, and distribute quarterly Casting List and UMPG Roster
  • Research writer's MDRC sheets and provide updated information as verified by Copyright
  • Research, verify, and submit accurate writer publication lines to writers/management/labels
  • Connect artists & management with appropriate copyright & sync contacts for licensing opportunities
  • Submit splits and song information to admin. depending on artist's assignment on UMPG Roster
  • Submit confirmations to writers/management for studio and writer room bookings
  • Assist in setting up off-site team meetings and events (ordering food and drinks, set up, breakdown, securing guest list and pertinent details), as needed
  • Maintain and submit expenses, including tracking down copies of receipts
  • Facilitate ticket buy requests, as needed
  • Submit, process and follow up on invoices for EVP writers' sessions,studios, equipment and other services
  • Research studio charges on demo memos and provide updated artist/writer information for correct processing of costs to Finance
  • Research outside studio prices for bookings and book with outside studios and confirm with writers/management
  • Set up New Vendors and update vendor information in Uniport
  • Assist in creating and updating bi-yearly Redbook reports
  • Obtain approvals and submit vacation requests
  • Monitor writer demo, travel costs and un/recouped balances, as needed
  • Distribute weekly A&R Looking/Co-Writes Email
  • Facilitate photos and marketing introductions for social media channels
  • Additional duties as assigned

Job Requirements:

Skills/Abilities:

  • Ability to work under high pressure and speed
  • Proactive in determining roadblocks
  • Ability to multi-task
  • Ability to work under minimal direction
  • Excellent Communication Skills
  • Possess a customer service mentality

 Experience:

  • Minimum 1 year of experience as an Administrative Assistant
  • Minimum 1 year of experience booking travel

Education:

  • BA 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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Technology we use

  • Engineering
  • Product
  • Sales & Marketing
    • .NETLanguages
    • C#Languages
    • JavaLanguages
    • JavascriptLanguages
    • PHPLanguages
    • PythonLanguages
    • ScalaLanguages
    • SqlLanguages
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    • ConfluenceManagement
    • JIRAManagement
    • DrupalCMS
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    • SalesforceCRM
    • Constant ContactEmail

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
Flexible Spending Account (FSA)
Disability Insurance
Dental Benefits
Vision Benefits
Health Insurance Benefits
Life Insurance
Pet Insurance
Wellness Programs
Retirement & Stock Options Benefits
401(K)
401(K) Matching
Vacation & Time Off Benefits
Paid Holidays
Paid Sick Days
Perks & Discounts
Casual Dress
Game Room
Parking
Fitness Subsidies
Professional Development Benefits
Tuition Reimbursement
Diversity Program
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