Administrative Assistant

Universal Music • Santa Monica, CA

3d • Onsite

About The Position

Universal Music Group is seeking a highly organized, proactive, and resourceful Administrative Assistant to primarily support the Senior Vice President of ML and AI and provide additional administrative support to several Vice Presidents across the organization. The role supports the Data Analytics leadership team with executive administration, department operations, and coordination of initiatives, projects, and cross-functional programs. The Administrative Assistant helps manage executive priorities, coordinate schedules, support project execution, and facilitate collaboration across the organization in a fast-paced environment with changing priorities.

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 reports.
• 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.
• Proactively manage the calendar, daily administrative needs, and shifting priorities of the Senior Vice President of Applied AI and ML.
• Provide calendar coordination and administrative support to Data Analytics leadership, including several Vice Presidents.
• Coordinate domestic and international travel, including flights, hotels, ground transportation, and detailed itineraries.
• Prepare, submit, and reconcile expense reports in accordance with company policies.
• Coordinate internal and external meetings, including schedules, conference room reservations, virtual meeting logistics, agendas, presentation materials, and follow-up actions.
• Support planning and coordination of department-wide initiatives, cross-functional projects, and larger team programs; track milestones, deliverables, timelines, and stakeholder communications.
• Assist with recurring business processes, leadership meetings, off-sites, workshops, and other department events.
• Anticipate scheduling conflicts, identify opportunities to improve operational efficiency, and help leaders prepare for meetings and initiatives.
• Partner with colleagues across Data Analytics and other business functions to facilitate collaboration, coordinate activities, and keep projects moving forward.
• Maintain project documentation, meeting notes, action items, and status updates to support visibility and accountability.
• Build working relationships across UMG to support communication and progress across multiple 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, 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 other expenses, 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed