Administrative Coordinator

Universal Music•Santa Monica, CA

4d•Onsite

About The Position

Universal Music Group is seeking a highly organized, proactive, and resourceful Administrative Coordinator to provide primary support to the Senior Vice President of ML and AI, while also providing light administrative support to several Vice Presidents across the organization. This role provides critical administrative and operational support to the Data Analytics leadership team while helping coordinate department initiatives, projects, and cross-functional programs. This role serves as a key partner in ensuring the team operates efficiently by managing executive priorities, coordinating schedules, supporting project execution, and facilitating collaboration across the organization. The ideal candidate is highly organized, proactive, detail-oriented, and thrives in a fast-paced environment with multiple priorities.

Requirements

5+ years of experience supporting senior executives in a fast-paced environment.
Consistent and punctual in-office attendance to support the Company’s strong collaborative and creative culture, mentor-mentee relationships, and participate in effective discussions and meetings, etc.
Ability to interact with management, coworkers, and third parties regularly and professionally (e.g., artists, artist management, third-party vendors, etc.).
Strong organizational skills, multi-tasking, and prioritizing capabilities.
Exceptional organizational skills with the ability to manage multiple competing priorities.
Excellent written and verbal communication skills.
Proven ability to anticipate needs, exercise sound judgment, and work independently.
High level of professionalism and discretion when handling confidential information.
Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint, along with virtual collaboration tools such as Microsoft Teams and Zoom.
Experience coordinating travel and managing expense reporting.
Comfortable working in a dynamic environment where priorities shift quickly.

Nice To Haves

Experience supporting executive leaders within 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 for Data Analytics leadership, including several Vice Presidents, as needed.
Coordinate domestic and international travel arrangements, including flights, hotels, ground transportation, and detailed itineraries.
Prepare, submit, and reconcile expense reports in accordance with company policies.
Coordinate internal and external meetings by managing schedules, conference room reservations, virtual meeting logistics, agendas, presentation materials, and follow-up actions.
Support the planning and coordination of department-wide initiatives, cross-functional projects, and larger team programs, helping track milestones, deliverables, timelines, and stakeholder communications.
Assist with the coordination of recurring business processes, leadership meetings, off-sites, workshops, and other department events.
Help manage executive priorities by anticipating scheduling conflicts, identifying opportunities to improve operational efficiency, and ensuring leaders are well prepared for meetings and key initiatives.
Partner with team members 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 across the team.
Build strong working relationships across UMG to foster effective communication and ensure work progresses efficiently across multiple stakeholders.
Handle sensitive and confidential information with the highest level of professionalism, discretion, and integrity.
Provide additional operational, administrative, and project coordination support as needed to help the Data Analytics team achieve its strategic objectives.

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