Administrative Assistant

Production Santa Monica, California Req. R0004012


Polygram Entertainment develops and produces documentary films, scripted features, and scripted & unscripted TV series that are built around the iconic labels, catalogs, music, and musicians of Universal Music Group (the world’s largest music company). Polygram’s recent productions include: Zoey’s Extraordinary Playlist (NBC); Beastie Boys Story (AppleTV+); The Bee Gees (HBO); Velvet Underground (AppleTV+); The Go Go’s (Showtime).

How we LEAD: 

Polygram Entertainment is currently looking for an Administrative Assistant to support a Senior Executive. The ideal candidate will have experience working in a TV/Film environment supporting at the SVP level or higher, and have great judgment with discretion and confidentiality. 

This exciting role requires superior attention to detail, great organizational skills, the ability to meet tight deadlines, and to juggle multiple critical requests.  A high level of integrity and discretion in handling confidential information, and professionalism in dealing with senior professionals inside and outside the company is important. Must be very efficient and highly attuned to the smallest of details, as well as being able to multi-task and working on tight deadlines in a high pressure environment is crucial.  No task is too small and no challenge too great. A “can-do” attitude is essential.

How you'll CREATE:

  • Arrange meetings and conference calls via telephone and email
  • Cover phone lines and manage/update calendars
  • Coordinate and prioritize incoming verbal and email requests
  • Book travel, accommodations, & car services
  • Maintain a strong working knowledge of employees, and important external contacts
  • Work closely with other administrative assistants and occasionally cover their phone lines
  • Exercise discretion when patching calls, rolling calls, and interrupting meetings
  • Regular meeting prep, coordination, and notes
  • Greet meeting participants
  • Order and set-up food service for meetings
  • Promptly address any IT issues
  • Create and send grammatically/punctually correct internal/external company communication
  • Monthly expenses, reconciliation, and processing such as travel & entertainment expenses
  • Order office supplies, make restaurant reservations, and approve expenses
  • Additional duties as assigned

Bring your VIBE: 

  • 2-3 years of experience as an Administrative Assistant on a desk at an agency, management or production company, or studio required
  • Experience assisting on high-volume desks and/or multiple execs is preferred
  • Excellent communication and interpersonal skills with emphasis on relationship building
  • Ability to interact comfortably and effectively with employees of the company at all levels including Senior Management
  • Ability to interact comfortably and effectively with external partners and clients
  • Meticulous attention to detail and follow through
  • Self-motivated, proactive, and resourceful
  • Extremely organized with superior time management skills
  • Problem-solving and critical thinking skills
  • Ability to work on multiple projects and produce high-quality work under tight schedules
  • Passion for and knowledge of Film, TV and music is a must.
  • Strong proficiency and working knowledge of Microsoft Office Products
  • Creative skills a plus (Adobe Creative Suite, Keynote)
  • Bachelor’s Degree preferred

Perks Playlist:

  • Competitive Compensation Package including Salary, Benefits and Generous 401k Savings Plan
  • Paid Time Off – Paid Holidays, “Winter Break”, 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.