Administrative Assistant

Business Strategy & Operations Santa Monica, California Req. UMG-980


Universal Music Enterprises is seeking an Administrative Assistant with both (i) experience that will support the day-to-day operations of UME’s Business Affairs team (including UME’s in-house attorneys) and (ii) entry-level paralegal skills (Paralegal Certificate NOT required).  Discretion, confidentiality and good judgment are essential for this role.  The candidate must be efficient and time-sensitive, and will need to perform always with painstaking attention to detail (including with respect to spelling, grammar and message-taking).  Multi-tasking and meeting tight deadlines is often necessary.  In respect of paralegal tasks, the candidate will be expected, under attorney and/or senior staff direction, to prepare simple legal documents for review and to assist in the management of legal documentation, also under attorney and/or senior staff direction.       

Job Functions:

  • Coordinate & prioritize meetings involving UME Business Affairs staff
  • Phone answering and message taking as required
  • Responsible for processing payments in “Uniport” (an online payment system for which the assistant will be trained)
  • Exercise discretion when patching calls, rolling calls, and interrupting meetings
  • Arrange meetings and conference calls via telephone and email/Microsoft Outlook Calendar
  • Greet and direct internal/external Business Affairs meeting participants
  • Book travel, accommodations, car services & process Travel & Entertainment expenses
  • Create, send, receive and distribute internal/external company communications
  • UME Business Affairs filing in coordination with other UME Business Affairs filers
  • Special projects as needed
  • Manage all duties related to:
    • Company mobile phones
    • Company credit cards
    • Office supplies

Paralegal Functions:

  • Research agreements relevant to simple legal documents to be prepared under attorney/senior staff supervision
  • Maintain and organize files, including all relevant correspondence
  • Maintain relevant files in the computer-based systems
  • Assist in department and company projects as needed

Job Requirements:


  • Ability to interact comfortably and effectively with UMG employees at all levels, including Senior Management
  • Ability to interact comfortably and effectively with employees of parties with whom UMG does business
  • Self-motivated, pro-active and resourceful
  • Excellent follow-through and close 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
  • Strong proficiency and working knowledge of Microsoft Outlook, Word, Excel and PowerPoint
  • Must have excellent verbal, written and interpersonal communication skills
  • Ability to stay on top of multiple initiatives at one time
  • Ability to work quickly and accurately under pressure
  • Entertainment/Music experience preferred


  • Music Industry experience (legal-related experience preferred)
  • Familiarity with business process workflows (i.e. following a pre-defined business process , understanding how one’s role helps to achieve the overall objective)


  • B.A. and entry level paralegal equivalent experience required

Universal Music Group is an Equal Opportunity Employer.


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