Administrative Assistant

Universal Music Group•Santa Monica, CA

9d•$65,500 - $80,000•Onsite

About The Position

Universal Music Group is seeking a highly organized, proactive, and resourceful Administrative Assistant to provide primary support to the Senior Vice President of ML and AI and light administrative support to several Vice Presidents across the organization. The role provides administrative and operational support to the Data Analytics leadership team and helps coordinate department initiatives, projects, and cross-functional programs. The assistant helps the team operate efficiently by managing executive priorities, coordinating schedules, supporting project execution, and facilitating collaboration across the organization. The role includes managing calendars and day-to-day administrative needs, coordinating domestic and international travel, preparing and reconciling expenses, and organizing meetings and department events. It also supports project tracking, documentation, communication, and collaboration across Data Analytics and other business functions. The position requires discretion when handling sensitive information and the ability to manage shifting priorities in a fast-paced environment. Consistent, punctual in-office attendance is expected to support UMG's collaborative and creative culture. The listed salary range is $65,500–$80,000; the actual base salary may depend on qualifications, experience, skills, education, credentials, and location.

Requirements

At least 5 years of experience supporting senior executives in a fast-paced environment.
Consistent and punctual in-office attendance.
Ability to interact regularly and professionally with management, coworkers, and third parties.
Strong organizational, multitasking, and prioritization skills.
Excellent written and verbal communication skills.
Ability to anticipate needs, exercise sound judgment, and work independently.
Professionalism and discretion when handling confidential information.
Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint, and virtual collaboration tools such as Microsoft Teams and Zoom.
Experience coordinating travel and managing expense reporting.
Comfort working in a dynamic environment where priorities shift quickly.

Nice To Haves

Experience supporting executive leaders in media, entertainment, or technology organizations.
Familiarity with Workday, CTM, ExpenSys, or similar enterprise systems.
Comfort using AI tools to improve organization, scheduling, note-taking, research, and administrative workflows.

Responsibilities

Serve as the primary administrative partner to the Senior Vice President, managing a complex calendar, scheduling priorities, and day-to-day administrative needs.
Provide calendar coordination and administrative support to Data Analytics leadership, including Vice Presidents.
Coordinate domestic and international travel, including flights, hotels, ground transportation, and itineraries.
Prepare, submit, and reconcile expense reports in accordance with company policies.
Coordinate internal and external meetings, including schedules, conference rooms, virtual meeting logistics, agendas, presentation materials, and follow-up actions.
Support department-wide initiatives, cross-functional projects, and team programs by tracking milestones, deliverables, timelines, and stakeholder communications.
Assist with recurring business processes, leadership meetings, off-sites, workshops, and department events.
Anticipate scheduling conflicts, identify opportunities to improve operational efficiency, and ensure leaders are prepared for meetings and initiatives.
Facilitate collaboration and coordinate activities with Data Analytics team members and other business functions.
Maintain project documentation, meeting notes, action items, and status updates.
Build working relationships across UMG to support effective communication and progress across stakeholders.
Handle sensitive and confidential information with professionalism, discretion, and integrity.
Provide additional operational, administrative, and project coordination support as needed.

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 other activities, up to $720 per year.
Student Loan Repayment Assistance and Tuition Reimbursement.
401(k) with 100% immediate vesting on the first 5% of employee contributions, plus an additional UMG contribution.
Flexible Paid Time Off for exempt employees.
Three weeks of PTO for non-exempt employees.
Two weeks of paid Winter Break.
Ten company holidays, including Juneteenth and Wellbeing Day.
Summer Fridays between Memorial Day and Labor Day.
Paid parental leave for every type of parent.