Executive Assistant, Finance Administration

Executive AssistantWe 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.How You'll CreateAdministrativeManage the day-to-day of two complex calendars and scheduling for COO and CFO, updating calendars on a real time basis, following up to the minute schedule changes, etc.Run point on scheduling for multiple executives for high level meetingsWork with internal and external Executive Assistants and follow up as needed to ensure meetings are scheduled in a timely fashion and upon requestKeep executives up to date in real time on meeting requests, schedule changes, via email, text, or verballyBook conference rooms for meetings as neededAlert security of all guests and visitors to the office ahead of their arrivalAdvise COO and CFO of upcoming events, pertaining but not limited to: artist concerts and tours, upcoming award shows, staff engagement activities, etc.Arrange business travel for COO and CFOMail and ship materials through mail room as neededOrganize Team Lunches and Celebrations after obtaining necessary financial approvalsPick up and deliver meals/coffeeEffectively communicate with all levels of the company when interacting, from high-level executives to executive assistants via internal and external emails, texts, calls, and Zoom chats, as well as in person, for day-to-day functionality and workflowAssist with personal projects, internal and external events (as needed), and COO and CFO’s civic and industrial commitments as needed upon requestFinancePrepare Expense Reports for COO and CFO on a timely basisFacilitate Artist Relations submitting ticketing expense receipts and recharges to Finance and ensure that Finance processes them in a timely fashionReview and format the full IC Overtime Report, and brief each Department Head on their teams report on a biweekly scheduleInternal DatabasesUpdate the IGA and Capitol Artist Rosters by department as neededApprove all Film & TV Licensing requests and update the FTVL database accordingly (dailyCollect materials for meetings if needed and organize them in a Box folderCultureMaintain the highest level of discretion and confidentialityEmbody a professional and pleasant demeanor with all executives, staff, artists and visitorsITWork with and troubleshoot with IT on all tech needs for COO and CFOPresent materials in meetings while ensuring all technical needs are prepared by coordinatingManagementIn addition to the direct personal responsibilities listed above, supervise the daily duties of the Administrative Assistant on Finance/Ops, including but not limited to:Managing the schedules for three executives: SVP of Business Development at IGA, SVP of Finance at IGA, and SVP of Finance at CapitolArranging travel needed for those three executivesHandling personal expenses for those three executives, as well as two ticketing expense reports for the two SVPs of FinanceBooking and maintaining conference roomsManaging the setup of the Monday Planning Meeting by preparing the room, printed materials, and connected Zoom and that all functions are workingAssisting on many various delegated tasks as directed from supervisor as dictated by volume of workflowBring Your VibeMinimum 10 years of executive assistant experience supporting high level executivesMust have experience in, and be comfortable with, regularly exercising discretion and independent judgment on matters of significanceMust be a self-starter with the ability to prioritize, organize and establish administrative procedures and work under pressureAbility to anticipate needs, problem solve, identify solutions, consider options, and take action, with minimal direction or supervisionProven ability to work effectively with C-Level executivesAbility to manage highly confidential information and to act calmly and professionallyExtreme discretion with sensitive informationDynamic and assertive personality; professional demeanorAdaptable to a variety of situations with numerous personalitiesExcellent follow-through and attention to detailAbility to excel in a fast-paced, ever-changing environmentStrong proficiency and working knowledge of Microsoft Office Suite (Outlook, Excel, PowerPoint)Basic knowledge of Canva and AdobePerks PlaylistBe part of an entrepreneurial, global organization that values authenticity, drive, creativity, relationships, and a competitive spiritComprehensive medical, dental, vision, and FSA options, as well as:100% coverage for out-patient mental health servicesWellbeing 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 participantsStudent Loan Repayment Assistance and Tuition Reimbursement100% immediately vested 401(k) match on the first 5% of your contribution on eligible compensationVariety of ways to prioritize much-needed time away from work including:Flexible Paid Time Off (PTO) for exempt employees3-weeks PTO for non-exempt employees2-weeks paid Winter Break10 Company Holidays (including Juneteenth and Wellbeing Day)Summer Fridays (between Memorial Day and Labor Day)Generous paid parental leave for every type of parentDisclaimer: This job description only provides an overview of job responsibilities that are subject to change. Universal Music Group is an Equal Opportunity EmployerWe are an E-Verify employer in Alabama, Arizona, Georgia, Mississippi, North Carolina, South Carolina, Tennessee, and Utah.For more information, please click on the following links.E-Verify Participation Poster: English / SpanishE-Verify Right to Work Poster: English | Spanish Universal Music Group