Administrative Assistant, US Finance

US Finance Administrative Assistant

We are the Universal Music Group, 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.

We are seeking an Administrative Assistant to support the US CFO and SVP Finance, with secondary duties to provide general accounts payable/vendor support as well as departmental support to other Finance team members as needed. The ideal candidate will come from music or entertainment, preferably within the finance or accounting areas with previous experience supporting a high-level executive required.

Reporting to the US CFO, the Administrative Assistant must be detail oriented, efficient with their use of time and can multi-task while working on tight deadlines in a highly pressured, fast-paced music industry environment. This Administrative Assistant role will maintain a 'can-do' attitude with no task too small and no challenge too great. This position is based in Santa Monica, California and will be in office 4 days per week.

Primary Responsibilities (for US CFO & SVP Finance):

• Heavy calendar management (Outlook), arranging meetings and conference calls via telephone, Zoom and email.
• Proactively prepare for and remind executives of upcoming meetings.
• Exercise discretion when answering calls and interrupting meetings.
• Coordinate and prioritize incoming requests, including facilitating time sensitive approvals.
• Work closely with other assistants to facilitate general workflow.
• Book travel, accommodations, car service and restaurant reservations as needed.
• Prepare and process expense reports.
• Book conference rooms and handle any associated food services, facilities or AV needs.
• Additional administrative tasks as requested.

Secondary Responsibilities (accounts payable/vendor support and general departmental support):

• Assist department with general accounts payable and vendor administration/support in UMG procurement system (Uniport).
• Arrange meetings for other Finance staff as requested.
• Maintain Finance distribution lists and familiarity with general finance staff.
• Serve as point person for finance questions coming from non-finance staff.
• Organize guest spaces and handle needs for internal and external finance guests when visiting the Santa Monica office.
• Promptly address any IT or Facilities issues.
• Maintain and order office supplies.
• Other projects as assigned.

Bring your VIBE:

• Minimum 5 years of experience supporting a high-level executive with discretion and confidentiality.
• Experience supporting more than one executive is ideal.
• Past experience with departmental management preferred.
• Administrative experience in the music industry, entertainment, accounting or finance is highly preferred.
• Ability to interact comfortably and effectively with employees of UMG at all levels, including Sr Management.
• Self-motivated, proactive and resourceful mindset.
• Proven ability to manage multiple priorities and deadlines with excellent follow-through.
• Strong written and verbal communication skills with a customer-service mindset.
• Proficient in the use of Microsoft Outlook and other Office products, including Excel and PowerPoint.
• Hybrid work environment; in office 4 days per week.
• Must be eligible to work in the U.S.

Perks Playlist:

• Comprehensive medical, dental, and vision coverage including 100% coverage for out-patient in-network mental health services.
• Fertility coverage for eligible medical plan participants.
• Wellbeing reimbursements for fitness classes, spa treatments, meal services, travel, and so much more (up to $720/year).
• Student Loan Repayment Assistance and Tuition Reimbursement.
• 401(k) with 100% immediate vesting on the first 5% of your contributions, plus an additional UMG contribution.
• A 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 Company Holidays (including Juneteenth and Wellbeing Day).
• Summer Fridays (between Memorial Day and Labor Day).
• Generous paid parental leave for every type of parent.
• Check out our full overview of benefits on the Perks Playlist page of the career site.

Disclaimer: This job description only provides an overview of job responsibilities that are subject to change. Universal Music Group is an Equal Opportunity Employer.

We are an E-Verify employer in Alabama, Arizona, Georgia, Mississippi, North Carolina, South Carolina, Tennessee, and Utah.

Please note, UMG is not enrolled in E-Verify in California and New York, and cannot support employment of candidates whose employer must enroll in E-Verify, for example candidates on STEM-OPT.

For more information, please click on the following links.

E-Verify Participation Poster: English / Spanish

E-Verify Right to Work Poster: English | Spanish

Job Category: Administrative

Salary Range: $49,520-90,000

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.