Executive Assistant

Universal Music Group•Santa Monica, CA

5d•$65,500 - $85,000

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 operates at the center of a Finance transformation involving planning, forecasting, trusted data, management reporting, business intelligence, analytics, and modern technology. This is an active executive-partner role, not solely a passive administrative position. The Executive Assistant anticipates needs, creates structure amid ambiguity, keeps information moving, prevents decisions and commitments from stalling, protects executive capacity, connects stakeholders, and prepares leaders to make decisions. The role requires discretion, judgment, organization, and the ability to bring discipline and momentum to two new global Finance organizations.

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 when handling 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; resolve conflicts proactively, protect focus and preparation time, and align schedules with priorities.
Coordinate leadership meetings, workshops, interviews, vendor sessions, and offsites end to end, 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 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; communicate 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 operations.
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 VPs and their teams operate 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 contributions, plus an additional UMG contribution.
Flexible Paid Time Off for exempt employees or 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.
Generous paid parental leave for every type of parent.