Executive Assistant

Business Strategy & Operations Santa Monica, California Req. UMG-5242


Description

Founded in 1984, Def Jam Recordings has represented the cutting-edge in hip-hop music for more than 35 years. Def Jam began as a maverick independent label inspired by downtown New York City’s vibrant street culture and the emerging sound of hip-hop, pioneered by iconic stars like LL Cool J, Slick Rick, The Beastie Boys and Public Enemy. Over the following two decades, Def Jam established its dominance with superstar acts like Jay-Z, DMX, Ja Rule, Method Man & Redman, Ludacris, Rihanna, Jeezy, and the inimitable Kanye West. Now in its fourth decade, Def Jam’s music and lifestyle has grown into a global brand – synonymous with creativity, quality and authenticity – encompassing a diverse roster of marquee and emerging stars like West, Justin Bieber, Alessia Cara, Logic, Pusha T, Jadakiss, Vince Staples, Jeremih, Big Sean, YG, 2 Chainz, Dave East, and Jhene Aiko, among others. Today, Def Jam has reaffirmed its passion for and commitment to hip-hop culture and has expanded its global brand reach to become the most-followed major label on all major social media platforms. 

 

How we LEAD:

We are currently seeking an accomplished Executive Administrative professional with solid experience supporting senior executives. This role requires exceptional attention to detail, great organizational skills, the ability to meet critical deadlines and to juggle multiple priorities in a fast-paced environment.  A high level of integrity and discretion in handling confidential information and professionalism in dealing with senior executives inside and outside the company is essential.  This role will represent the executive in a positive and professional manner and partner with the executive to help ensure the effectiveness of the function. The ideal candidate will take initiative, identify solutions, and be ten steps ahead of what needs to be done.

How you’ll CREATE:

  • Day-to-day management of the Executive’s schedule
  • Manage office and time in a fast-paced environment and anticipate critical events/Executive’s needs (Schedule meetings/ appointments and manage calendar and travel itineraries)
  • Read and route correspondence; draft responses and other documents as requested; assist with email management
  • Manage schedule by planning internal and external meetings, conferences, teleconferences, arrange corporate events, etc.
  • Extensive travel and meeting coordination
  • Screen and prioritize phone/email correspondence and inquiries
  • Interacting with client and potential clients as well as other artists and high-level visitors, in person or by telephone or email
  • Prepare internal and external corporate documents/ presentations including preparation for media interviews
  • Regular meeting prep and coordination including food ordering, document prep and organization as directed, occasional meeting coverage and note taking
  • Prepare submission of expense claims in a timely manner
  • Special project coordination requiring follow-up and meeting of deadlines
  • Manage ad hoc projects as needed
  • Cover phone lines, partnering with other executive assistants as needed
  • Uphold a strict level of confidentiality, establish and maintain relationships both internal and external
  • Additional duties as assigned

 

Bring your VIBE:

  • Minimum 5 years of executive assistance experience supporting an EVP, President or other high-level executive with discretion and confidentiality
  • Develop and demonstrate professional knowledge of the business
  • Music or entertainment experience is highly preferred
  • Must be a self-starter with the ability to prioritize, organize and establish administrative procedures and work under pressure
  • Ability to anticipate needs, problem solve and identify solutions
  • Proven ability to work effectively with senior management and senior-level clients
  • Ability to manage highly confidential information and to act calmly and professionally
  • Extreme discretion with sensitive information
  • Dynamic and assertive personality; professional demeanor
  • Adaptable to a variety of situations with numerous personalities
  • Self-motivated, proactive, and resourceful
  • Excellent follow-through and attention to detail
  • Ability to excel in a fast-paced, ever-changing environment
  • Excellent customer service skills
  • Excellent organization and time management skills
  • Excellent written and verbal communication
  • Ability to create efficiency through the use of technology and music-based systems
  • Advanced knowledge of travel logistics- itineraries, international and domestic
  • Strong proficiency in and working knowledge of Outlook and other Microsoft Office Products
  • Ability to sit and stand for long periods of time
  • Bachelor’s Degree preferred

Perks Playlist:  

  • Competitive Compensation Package including Salary, Benefits and Generous 401k Savings Plan 
  • Paid Time Off – Paid Holidays, “Gift Week”, Summer Fridays 
  • Student Loan Repayment Assistance 
  • Employee Developmental Support 
  • Annual Gym Reimbursement Package 
  • Pet Insurance, plus much more! 

Universal Music Group is an Equal Opportunity Employer 

All UMG employees are currently required to be fully vaccinated against COVID-19 before entering any Company offices unless they have been approved for an exemption or unless prohibited by applicable law.

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