Administrative Assistant

Universal Music Group•Philadelphia, PA

21h•Onsite

About The Position

UMG, Universal Music Group, is the world’s leading music company, operating in recorded music, music publishing, merchandising, and audiovisual content across over 60 countries. They identify, develop, produce, distribute, and promote music globally. Famehouse, a division of UMG, specializes in merchandise and D2C solutions for artists, labels, and Bravado, providing full-service solutions including strategy, creative, merchandising, fulfillment, customer service, and technology. The Administrative Assistant role is a high-trust, high-impact position supporting two executives leading Famehouse’s Operations division. This role is crucial for enabling the executives to operate effectively by managing complex scheduling, coordinating travel and expenses, and providing daily administrative and meeting support for the Famehouse operations team. Success requires exceptional organization, proactive problem-solving, strong communication, sound judgment, and discretion with sensitive information.

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 the operations executive team, including calendar management, meeting coordination, travel, expenses, and daily operational needs.
Serve as a key partner 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 operations executive team’s calendars, proactively scheduling internal and external meetings and optimizing the team’s time against business priorities.
Resolve scheduling conflicts and double-bookings with diplomacy, speed, and strong judgment, aligning with direction and stakeholder expectations.
Prepare the executive team for meetings by confirming attendees, logistics, objectives, and key context; ensure materials are requested, assembled, and distributed in advance.
Provide scheduling and administrative support for select members of Famehouse’s operational 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 operational and executive leadership.
Create meeting agendas, attend meetings to capture notes, and circulate minutes and action items with clear owners and deadlines.
Coordinate travel (flights, hotels, ground transportation, itineraries) and handle changes quickly and calmly.
Prepare, submit, and track expense reports, ensuring timely and accurate reconciliation.
Support administrative workflows on behalf of the 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 operational team as needed (occasionally), supporting onsite logistics and schedule execution.
Collaborate with other administrative team members at Famehouse to provide general support and backup coverage as needed.
Represent the operational team 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
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
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