Administrative Assistant

A&R Santa Monica, California Req. UMG-4504


Universal Music Publishing Group (UMPG) is the leading global music publisher with more than 57 offices in 47 countries. UMPG has some of the most important contemporary songwriters and artists on its global roster. UMPG is also the leading production music group in the world with a diverse and comprehensive portfolio of UPPM-owned repertoire. UPPM is the preeminent supplier of high-level production music throughout the world and serves the burgeoning business that creates, produces, and licenses music for use in film/TV, advertising, broadcast and corporate clients. 

How we LEAD: 

Universal Music Publishing Group is looking for a dynamic Administrative Assistant to support the VP Creative and the Director A&R Creative.  The ideal candidate will be an organized, detail-oriented person, who can easily handle the assistant duties listed below, as well as someone who can take on more responsibilities as they get established in the role.  This will be a great opportunity for someone who can handle the day-to-day workload and will also be motivated to identify ways to contribute to the department.

How you’ll CREATE:

  • Maintain schedule, arrange meetings
  • Schedule, plan, book and distribute itineraries for Executive and Songwriter travel
  • Point person to schedule UMPG studio and writer room calendars
  • Answer telephones, file, scan and maintain confidential files and documents
  • Liaise with other UMPG Departments and Department heads
  • Maintain record of financial commitments including; studio invoices, refund checks, travel expenses, expense reports, and petty cash
  • Inventory management
  • Coordinate and maintain Office necessities including; maintenance of office space and the day-to-day needs of the LA staff
  • Set up and take and distribute notes for Weekly staff meetings (A&R and Listening) and provide audio support
  • Provide coverage and support for Office of The Chairman, as needed
  • Schedule and maintain artist/writer calendars for six writers on EVP’s roster
  • Compile and distribute two weekly Mediabase Reports
  • Research and update weekly song trends/sales and chart history reports
  • Organize food delivery and food set up for two weekly meetings
  • Research, update, upload, and distribute quarterly Casting List and UMPG Roster
  • Research writer’s MDRC sheets and provide updated information as verified by Copyright
  • Research, verify and submit accurate writer publication lines to writers/management/labels
  • Connect artists & management with appropriate copyright & sync contacts for licensing opportunities
  • Submit splits and song information to admin. depending on artist’s assignment on UMPG Roster
  • Submit confirmations to writers/management for studio and writer room bookings
  • Assist in setting up off-site team meetings and events (ordering food and drinks, set up, breakdown, securing guest list and pertinent details), as needed
  • Maintain and submit expenses, including tracking down copies of receipts
  • Facilitate ticket buy requests, as needed
  • Submit, process, and follow up on invoices for EVP writers’ sessions, studios, equipment, and other services
  • Research studio charges on demo memos and provide updated artist/writer information for correct processing of costs to Finance
  • Research outside studio prices for bookings and book with outside studios and confirm with writers/management
  • Set up New Vendors and update vendor information in Uniport
  • Assist in creating and updating bi-yearly Redbook reports
  • Obtain approvals and submit vacation requests
  • Monitor writer demo, travel costs and un/recouped balances, as needed
  • Distribute weekly A&R Looking/Co-Writes Email
  • Facilitate photos and marketing introductions for social media channels
  • Additional duties as assigned

Bring your VIBE:

  • Ability to work under high pressure and speed
  • Proactive in determining roadblocks
  • Ability to multi-task
  • Ability to work under minimal direction
  • Excellent Communication Skills
  • Possess a customer service mentality
  • Minimum 1 year of experience as an Administrative Assistant
  • Minimum 1 year of experience booking travel
  • BA 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

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