Administrative Assistant, US Finance

About Universal Music Group

Universal Music Group (UMG) is the world's foremost music company, dedicated to artistry, innovation, and entrepreneurship. Operating across more than 60 countries, UMG encompasses diverse businesses related to recorded music, publishing, merchandising, and audiovisual content. We develop recording artists and songwriters and distribute acclaimed and successful music internationally.

Role Summary

We are looking for a detail-oriented Administrative Assistant to support the US CFO and SVP Finance. The role requires multitasking in a fast-paced music industry environment while meeting tight deadlines. Secondary responsibilities include assisting in accounts payable and vendor support along with general finance team assistance. This position requires being onsite four days a week at the Santa Monica, California office.

Key Responsibilities

• Manage heavy calendar scheduling for US CFO and SVP Finance using Outlook, coordinating meetings and calls via multiple platforms.
• Proactively prepare for upcoming meetings and remind executives accordingly.
• Handle calls and meeting interruptions discreetly.
• Prioritize and coordinate incoming requests, facilitating time-sensitive approvals.
• Collaborate with other assistants to maintain smooth workflow.
• Arrange travel, accommodations, car services, and dining reservations.
• Prepare and process expense reports efficiently.
• Reserve conference rooms and coordinate related logistics such as food, facilities, and audiovisual needs.
• Undertake additional administrative duties as assigned.
• Assist finance department with accounts payable and vendor management using the UMG procurement system (Uniport).
• Schedule meetings for other finance team members upon request.
• Maintain finance department distribution lists and be familiar with finance staff.
• Act as a point of contact for finance-related queries from non-finance employees.
• Organize guest accommodations and services for internal and external finance visitors.
• Address IT or facilities issues promptly.
• Manage ordering and maintenance of office supplies.
• Support other projects as assigned.

Qualifications and Skills

• Minimum five years of experience supporting senior executives with confidentiality and prudence.
• Experience supporting multiple executives is advantageous.
• Preferred background in departmental management.
• Prior administrative experience within music, entertainment, accounting, or finance sectors is highly desirable.
• Comfortable engaging with employees across levels including senior management.
• Self-driven, proactive, and resourceful approach.
• Strong ability to juggle multiple priorities and meet deadlines with excellent follow-through.
• Effective written and verbal communication skills with a client-focused attitude.
• Proficiency in Microsoft Outlook, Excel, PowerPoint, and other Office software.
• Ability to work onsite four days weekly in a hybrid environment.
• Must be eligible to work in the United States.

Benefits and Perks

• Comprehensive medical, dental, and vision insurance including full coverage for outpatient, in-network mental health services.
• Fertility benefits for eligible participants.
• Well-being reimbursements for fitness, spa, meals, travel, and more, up to $720 annually.
• Student loan repayment assistance and tuition reimbursement programs.
• 401(k) plan with 100% immediate vesting on the first 5% of contributions plus an additional company match.
• Flexible paid time off options for exempt employees; 3 weeks PTO for non-exempt employees.
• Two weeks paid Winter Break plus ten company holidays including Juneteenth and Wellbeing Day.
• Summer Fridays between Memorial Day and Labor Day.
• Generous paid parental leave available to all types of parents.

Additional Information

This job description outlines the primary duties but is subject to modification as required. Universal Music Group is an Equal Opportunity Employer and participates in E-Verify in certain states. Note that UMG does not participate in E-Verify in California and New York and as such cannot support candidates requiring employers to enroll, such as those on STEM-OPT visas.

Salary

The annual salary range is $49,520 to $90,000, with actual pay determined by experience, skills, education, certifications, and location.