Legal PA & Paralegal (Maternity Cover)

Legal Kings Cross, London Req. UMG-4484


Job title: Legal PA & Paralegal (Maternity Cover)
Responsible to: SVP of Legal & Business Affairs, UK
Department: Polydor Records
Location of work: 4 Pancras Square, Kings Cross


Music is Universal

It’s the passionate and dedicated team at Universal Music who help make us the world’s leading music company. From A&R to finance, legal to digital, sales to marketing, Universal Music is the place to grow and develop your career within a truly commercial and innovative business that leads in everything it does.

Everyone is welcome to apply for our roles, and we are determined to ensure that no applicant or employee receives less favourable treatment because of gender, race, disability, sexual orientation, religion, belief, age, marital status, background, pregnancy or caring responsibilities. We also recognise the importance of diversity of thought within our teams and are fully committed to embracing the talents of people with autism, dyslexia, ADHD and other forms of neurocognitive variation.

We will always seek to make appropriate adjustments to recruitment, workplaces, and work processes to be fully inclusive to people with different needs and working styles. If you need us to make any reasonable adjustments for you from application onwards, including alternatives to the online form or to disclose a neurocognitive condition, please email [email protected]


The A Side: A Day in The Life


To assist the SVP of Legal & Business Affairs and other members of the department and the label when needed. Work closely with the Finance and A&R Co-ordinators with budgeting and payments of artists. Dealing with artist management and accountants on a daily basis to ensure advances, touring and any extensions to the contracts which relate to payments are managed timely and efficiently. Overseeing the sample clearances process. Assisting the creative and marketing teams with artwork and video agreements. Working closely with the Polydor royalties departments to ensure they have all relevant contracts and information needed when artists are signed.


The B Side: Skills & Experience


Be administrative


  • Drafting side letters and agreements, answering the telephone, fielding calls and dealing with general enquires
  • Keeping diaries, arranging meetings including via zoom or teams
  • General administration including dealing with expenses, organising travel and accommodation and organising stationery
  • Ticket orders and free product distribution for the department
  • Processing invoices using the Uniport system including dealing closely with various teams within Universal accounts
  • Maintaining artist contract information in royalties shared data base.
  • Maintaining UK label contract list and deal memos within the new Icertis administration system once rolled out
  • Keeping managers and accountants and legal & finance teams informed of payment schedule status and highlighting issues in advance which may cause a delay in payments
  • Dealing with correspondence in SVP and legal managers absence and using own initiative to keep team across any course of action to be taken (i.e. sending holding email or calls while waiting for manager’s return)
  • Filing and properly maintaining a correspondence within the legal share drive. Archiving file and managing archive log.  Arranging files to go into storage when finished
  • Preparing agreements and letters as directed ensuring execution circulation and filing
  • Logging all original contracts and copying them to various departments
  • Assist with content clearances and approval requests to the labels on an ad hoc basis
  • Maintain management and business affairs contact list
  • Administering all docusign for the team
  • Ad hoc duties as required


Person Specification


  • Previous legal PA / Secretarial experience
  • Proven computer literacy; excellent IT skills across Microsoft packages with a logical approach to system usage
  • Organised and reliable, prioritises, works to a high standard meets deadlines and pre-empts and raises issues
  • Excellent, accurate typing skills
  • Demonstrated ability to learn quickly and apply developed skills quickly and effectively
  • Accountable, positive and dependable
  • Collaborative and supportive, works well as part of a team


Bonus Tracks: Your Benefits


  • Group Personal Pension Scheme (between 3% and 9%)
  • Private Medical Insurance
  • 25 paid days of annual leave
  • Interest Free Season Ticket Loan available
  • Holiday Purchase scheme
  • Dental and Travel Insurance options
  • Cycle to Work Scheme
  • Salary Sacrifice Cars
  • Subsidised Gym Membership
  • Employee Discounts (Reward Gateway)


Just So You Know…

The company presents this job description as a guide to the major areas and duties for which the jobholder is accountable. However, the business operates in an environment that demands change and the jobholder's specific responsibilities and activities will vary and develop. Therefore, the job description should be seen as indicative and not as a permanent, definitive and exhaustive statement.