Administrative Assistant, Artist & Label Services

Universal Music•Philadelphia, PA

23h

About The Position

We are UMG, the Universal Music Group. We are the world’s leading music company. In everything we do, we are committed to artistry, innovation and entrepreneurship. We own and operate a broad array of businesses engaged in recorded music, music publishing, merchandising, and audiovisual content in more than 60 countries. We identify and develop recording artists and songwriters, and we produce, distribute and promote the most critically acclaimed and commercially successful music to delight and entertain fans around the world. Famehouse, a division of UMG, is the preeminent leader in merchandise & D2C solutions in music, defining & delivering the industry’s best-in-class service to connect artists with their fans. Established & headquartered in Philly, Famehouse powers merch and D2C for UMG’s labels, artists, and Bravado. Our success & culture is fueled by collaboration—both within FH and with our partners. We are passionate about the impact of D2C & merchandise for artists, providing a full-service solution to grow an artist’s owned business including strategy, creative, merchandising, fulfillment, customer service, technology, and more. How We LEAD: The Administrative Assistant, Artist & Label Services is a high-trust, high-impact role responsible for enabling Famehouse’s General Manager and Artist & Label Services executive team to operate at maximum effectiveness. You will manage complex scheduling, coordinate travel and expenses, support client interactions, and provide day-to-day administrative and meeting support across the Artist & Label Services organization. Success in this role requires exceptional organization, proactive problem-solving, strong communication, sound judgment, and the ability to handle sensitive information with discretion.

Requirements

1-3+ years of experience supporting senior executives in an Executive Assistant, Administrative Assistant, Coordinator, or similar capacity—ideally in a fast-paced environment with complex calendars.
Demonstrated ability to manage high-volume scheduling , shifting priorities, and multiple stakeholders with professionalism and discretion.
Strong written and verbal communication skills; ability to draft clear emails, agendas, and notes.
Exceptional organizational skills and attention to detail, including follow-through on action items.
High emotional intelligence, sound judgment, and a service-oriented mindset; comfortable interacting with senior leaders and external partners, including artist teams.
Proven ability to handle confidential information with integrity and care.
Proficiency with common business tools (Google Workspace and Microsoft Office; Keynote; Zoom/Teams; Monday.com ; calendar systems; expense tools).
A passion for music and supporting artists is a must!

Responsibilities

Provide comprehensive administrative support to the General Manager, including calendar management, meeting coordination, travel, expenses, and daily operational needs.
Serve as a key partner to the GM by anticipating needs, flagging risks, and ensuring time-sensitive matters are addressed promptly.
Build and maintain a working knowledge of key internal and external stakeholders to help prioritize meetings and communications based on business and relationship needs.
Own the GM’s calendar, proactively scheduling internal and external meetings and optimizing the GM’s time against business priorities.
Resolve scheduling conflicts and double-bookings with diplomacy, speed, and strong judgment, aligning with GM direction and stakeholder expectations.
Prepare the GM for meetings by confirming attendees, logistics, objectives, and key context; ensure materials are requested, assembled, and distributed in advance.
Coordinate client meetings (in-office and virtual), ensuring a seamless experience and exceptional hospitality for visitors.
Support the organization of client communication plans/materials and maintain an organized cadence/calendar of outreach where applicable.
Assist with presentation preparation: drafting, formatting, assembling decks, and coordinating inputs from cross-functional partners.
Contribute to internal brainstorms and client-facing preparation as needed.
Provide scheduling and administrative support for select members of Famehouse’s Artist & Label Services executive team as needed.
Coordinate team events and activities for the division (e.g., offsites, celebrations, key internal moments).
Gather and consolidate team feedback for company and division initiatives; communicate summaries to GM and executive leadership.
Create meeting agendas, attend meetings to capture notes, and circulate minutes and action items with clear owners and deadlines.
Coordinate all GM & exec travel (flights, hotels, ground transportation, itineraries) and handle changes quickly and calmly.
Prepare, submit, and track expense reports for the GM, ensuring timely and accurate reconciliation.
Support administrative workflows on behalf of the GM and exec team (e.g., reviewing/approving routine requests, coordinating meals/restaurant bookings).
Manage day-to-day hospitality needs (lunch/coffee orders as required) and support in-office moments tied to client or team engagements.
Travel with the GM as needed (occasionally), supporting onsite logistics and schedule execution.
Represent the GM and Famehouse with kindness, integrity, authenticity, and respect in all interactions.
Maintain the highest level of discretion and confidentiality regarding executive communications, artist/partner information, and sensitive business matters.

Benefits

Comprehensive medical, dental, and vision coverage
Including 100% coverage for out-patient in-network mental health services
Fertility coverage for eligible medical plan participants
Wellbeing reimbursements for fitness classes, spa treatments, meal services, travel, and so much more (up to $720/year)
Student Loan Repayment Assistance and Tuition Reimbursement
401(k) with 100% immediate vesting on the first 5% of your contributions, plus an additional UMG contribution
A variety of ways to prioritize much-needed time away from work including:
Flexible Paid Time Off (PTO) for exempt employees
3-weeks PTO for non-exempt employees
2-weeks paid Winter Break
10 Company Holidays (including Juneteenth and Wellbeing Day)
Summer Fridays (between Memorial Day and Labor Day)
Generous paid parental leave for every type of parent