Executive Assistant

Universal Music • Santa Monica, CA

3d

About The Position

The Executive Assistant, Finance Centers of Excellence, provides high-caliber executive support to the VP, Finance Intelligence CoE and the VP, Planning & Forecasting CoE. The role supports two senior Finance executives building new global capabilities and contributes to a Finance transformation spanning planning, forecasting, trusted data, management reporting, business intelligence, analytics and modern technology. The Executive Assistant protects executive capacity, connects stakeholders, prepares leaders to make decisions, and helps maintain momentum across two global Finance organizations.

In addition to core executive support, the role anticipates needs, creates structure from ambiguity, keeps information moving, and ensures decisions and commitments progress. It coordinates executive priorities, meetings, communications, travel, expenses, transformation activities, vendors, documents and team operations, while handling sensitive matters with discretion and judgment.

Requirements

• Significant experience as an Executive Assistant supporting VP, SVP, C-suite or equivalent senior executives in a complex global organization.
• Demonstrated success supporting two or more senior leaders simultaneously and managing competing priorities with fairness and transparency.
• Exceptional calendar, meeting, travel and expense-management capability across multiple time zones.
• Strong project and program coordination skills, including practical experience tracking milestones, actions, decisions, risks, dependencies and stakeholder communications.
• Proactive, action-oriented approach with a record of anticipating needs, solving problems early and closing loops without constant direction.
• Outstanding organization, attention to detail, written communication and executive presentation skills.
• Strong executive presence and ability to work confidently with senior leaders, employees, consultants, vendors and external partners.
• High emotional intelligence, diplomacy, discretion and sound judgment with sensitive information.
• Advanced proficiency in Microsoft Outlook, Teams, PowerPoint, Word, Excel and SharePoint; comfort learning project, workflow and knowledge-management tools.
• Ability to operate calmly and constructively in a fast-moving environment where priorities can change quickly.
• Bachelor's degree or an equivalent combination of education and relevant experience.

Responsibilities

• Own two complex executive calendars across functions, geographies and time zones; proactively resolve conflicts, protect focus and preparation time, and align schedules with priorities.
• Coordinate leadership meetings, workshops, interviews, vendor sessions and offsites, including agendas, pre-reads, presentations, logistics, actions, decisions and follow-through.
• Draft, edit and coordinate correspondence, briefing notes, presentations, announcements and follow-up communications.
• Manage complex domestic and international travel, itineraries, contingencies, expenses, purchase requests, invoices and related executive-office administration.
• Serve as a central coordination point across Global FP&A, Controllership, FTO, CDO, CIO/CTO, Regional and OpCo Finance, consultants, recruiters, vendors and implementation partners.
• Maintain selected milestone plans, action and decision logs, dependency trackers, stakeholder lists and deliverable inventories under the direction of the VPs and designated program leads.
• Track due dates, missing inputs, open decisions and material dependencies; follow up persistently and diplomatically, and escalate emerging issues with practical options.
• Coordinate vendor and external-partner meetings, information exchange, onboarding, access requests, deliverables, approvals and invoices; clarify objectives, outputs and decision timelines.
• Support controlled document versioning, review cycles, approvals, distribution and shared-workspace organization.
• Coordinate leadership cadences, recruiting and onboarding logistics, team events, recognition and learning activities; identify administrative friction and improve team processes.
• Handle sensitive organizational, talent, commercial, vendor and transformation matters with discretion, emotional intelligence and professionalism.
• Anticipate next steps and simplify routines, meetings and information flows to help the executives and teams work effectively.

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 more, 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-week paid Winter Break.
• Ten company holidays, including Juneteenth and Wellbeing Day.
• Summer Fridays between Memorial Day and Labor Day.
• Generous paid parental leave for every type of parent.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior