Administrative Assistant, US Finance
About The Position
We are seeking an Administrative Assistant to support the US CFO and SVP Finance, with secondary duties to provide general accounts payable / vendor support as well as departmental support to other Finance team members as needed. The ideal candidate will come from music or entertainment, preferably within the finance or accounting areas with previous experience supporting a high-level executive required. Reporting to the US CFO, the Administrative Assistant must be detail oriented, efficient with their use of time and can multi-task while working on tight deadlines in a highly pressured, fast-paced music industry environment. This Administrative Assistant role will maintain a ‘can-do’ attitude with no task too small and no challenge too great. This position is based in Santa Monica, California and will be in office 4 days per week.
Requirements
- Minimum 5 years of experience supporting a high-level executive with discretion and confidentiality.
- Experience supporting more than one executive is ideal.
- Past experience with departmental management preferred.
- Administrative experience in the music industry, entertainment, accounting or finance is highly preferred.
- Ability to interact comfortably and effectively with employees of UMG at all levels, including Sr Management.
- Self-motivated, proactive and resourceful mindset.
- Proven ability to manage multiple priorities and deadlines with excellent follow-through.
- Strong written and verbal communication skills with a customer-service mindset.
- Proficient in the use of Microsoft Outlook and other Office products, including Excel and PowerPoint.
- Must be eligible to work in the U.S.
Responsibilities
- Heavy calendar management (Outlook), arranging meetings and conference calls via telephone, Zoom and email.
- Proactively prepare for and remind executives of upcoming meetings.
- Exercise discretion when answering calls and interrupting meetings.
- Coordinate and prioritize incoming requests, including facilitating time sensitive approvals.
- Work closely with other assistants to facilitate general workflow.
- Book travel, accommodations, car service and restaurant reservations as needed.
- Prepare and process expense reports.
- Book conference rooms and handle any associated food services, facilities or AV needs.
- Additional administrative tasks as requested.
- Assist department with general accounts payable and vendor administration/support in UMG procurement system (Uniport).
- Arrange meetings for other Finance staff as requested.
- Maintain Finance distribution lists and familiarity with general finance staff.
- Serve as point person for finance questions coming from non-finance staff.
- Organize guest spaces and handle needs for internal and external finance guests when visiting the Santa Monica office.
- Promptly address any IT or Facilities issues.
- Maintain and order office supplies.
- Other projects as assigned.
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
- 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
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
