Executive Assistant

Business Strategy & Operations Hollywood, California Req. UMG-2482


Description

Based at the iconic Capitol Tower in the heart of Hollywood, Capitol Music Group is home to some of the best-known labels in modern music; encompassing the jazz icons of Blue Note, Capitol’s generations of pop stars, and the legendary recording of Motown to name but a few.  We produce, distribute and promote some of the most critically acclaimed and commercially successful music in the industry.  This role is a fantastic opportunity to join an organization on the cutting edge of the modern music business and, as part of Universal Music Group, a chance to be part of the world’s leading Music Company.

We are seeking high-level administrative support and department coordination to the President of Caroline Distribution and Harvest Records for Capitol Music Group in our Hollywood location.

Job Functions:

Professional Support & Representation of the President and department

  • Serve as first point of contact for the President and additional executives
  • Protect and enhance the President’s image both internally and externally
  • Facilitate two-way communications throughout the organization
  • Maintain up-to-date awareness of the President’s obligations in order to proactively assist and/or anticipate needs
  • Foresee and/or manage risk, conflicts, and problem areas
  • Respond to changes within and affecting the function; proactively alter priorities when necessary
  • Able to work in a high pressure, detail -oriented function that changes on a daily basis
  • Able to handle multiple responsibilities at a time, and use discretion when necessary

Management of the President’s and department schedule

  • Answer all incoming calls; take and log messages as needed; ensure that messages are accurate and delivered in a timely fashion
  • Maintain appointment schedule; planning, updates, and notifications as necessary
  • Liaise between the internal team and outside parties to schedule meetings
  • Arrange extensive travel plans for the executive and obtain approvals in a timely fashion
  • Coordinate special projects as needed due to the President being a part of the CMG Sr. Management team
  • Manage President’s internal and external schedule of events
  • As and when required and directed by the President, offer assistance to the team
  • Verbal, email and in person communication with UMG executives
  • Organize artist music & executive events as directed
  • Keep track of guest list and tickets for partner shows

Administration of the office routine

  • Manage incoming mail and complete correspondence
  • Process expense reports, ensuring that the correct coding is used; resolve payment issues
  • Create and maintain effective filing system, both electronic and in hard copy files
  • Maintain database of all contacts & contacts
  • Follow up on meeting requests

Job Requirements:

Skills/Abilities:

  • Strong computer skills required: MS Office Suite
  • Excellent organizational & communication skills both oral and written
  • Internet and digitally savvy
  • Multi-tasking and follow-up
  • Must be a self-starter with the ability to prioritize, organize and establish administrative procedures and work under pressure
  • Ability to handle confidential information and interact with high-level executives
  • Able to problem solve and come up with solutions quickly and calmly

Experience:

  • At least 3 years of assistant or department coordination experience supporting executives or multiple managers within a department

Education:

  • Degree qualified or equivalent experience

Universal Music Group is an Equal Opportunity Employer.

Disclaimer

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