Administrative Assistant, US Finance
Primary Responsibilities (for US CFO & SVP Finance)
- Heavy calendar management (Outlook), arranging meetings and conference calls via telephone, Zoom and email
- Proactively prepare for and remind executives of upcoming meetings
- Exercise discretion when answering calls and interrupting meetings
- Cook up incoming requests, including facilitating time sensitive approvals
- Work closely with other assistants to facilitate general workflow
- Book travel, accommodations, car service and restaurant reservations as needed
- Prepare and process expense reports
- Book conference rooms and handle any associated food services, facilities or AV needs
- Other projects as requested
Secondary Responsibilities (accounts payable / vendor support and general departmental support)
- Aid the department with general accounts payable and vendor administration/support in UMG procurement system (Uniport)
- Arrange meetings for other Finance staff as requested
- Maintain Finance distribution lists and familiarity with general finance staff
- Serve as point person for finance questions coming from non-finance staff
- Organize guest spaces and handle needs for internal and external finance guests when visiting the Santa Monica office
- Promptly address any IT or Facilities issues
- Maintain and order office supplies
Qualifications
- Minimum 5 years of experience supporting a high-level executive with discretion and confidentiality
- Past experience with departmental management preferred
- Administrative experience in the music industry, entertainment, accounting or finance is highly preferred
- Ability to interact comfortably and effectively with employees of UMG at all levels, including Sr Management
- Self-motivated, proactive and resourceful mindset
- Proven ability to manage multiple priorities and deadlines with excellent follow-through
- Strong written and verbal communication skills with a customer-service mindset
- Proficient in the use of Microsoft Outlook and other Office products, including Excel and PowerPoint
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 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
A variety of ways to prioritize much-needed time away from work including:
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
Check out our full overview of benefits on the Perks Playlist page of the career site.