Administrative Assistant - Motown
Universal Music Group
Hollywood, CAThis was removed by the employer on 6/8/2016 4:22:00 PM PST
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Full Time Job
Job Summary:
The Administrative Assistant will undertake a variety of day-to-day office, clerical and creative tasks. This position will play an integral part in supporting the productivity of the office of the President and will provide additional support to other department executives as needed.
This person should be an organized and competent professional with phenomenal communication skills, the ability to maintain positive relationships with staff and business associates and the ability to multi task. A pleasant and positive attitude is necessary for this position.
Must be very efficient and highly attuned to the smallest of details. Multi-tasking and working on tight deadlines in a high pressure environment is crucial. No task is too small and no challenge too great. A ''can-do'' attitude is essential.
Job Functions:
Responsibilities & Tasks
• Manage the schedule
o Set up meetings, conference calls
o Coordinate incoming meeting requests and prioritize
• Manage the office
o Exercise discretion when patching calls, rolling calls, and interrupting meetings
o Responsible for answering all phones and insuring that phones are covered during breaks
o Arrange meetings via telephone and email/Microsoft Outlook Calendar
o Maintain calendar. Be proactive in sorting through email meeting requests and assessing nature and level of importance in scheduling meetings
o Greet meeting participants
• Handle administrative duties
o Process travel & entertainment expenses for President and SVP, Marketing and Communications
o Book travel, accommodations, car services
o Order and set-up food service for meetings
o Create and send grammatically/punctually correct internal/external company communication
o Archive emails, maintain current/prospective labels electronic folders
o Create and maintain presentations and other project work as assigned
o Prepare a weekly statistic update on progress for all active artists
o Share music scheduling responsibilities when required
o Maintain database of contacts
o Prepare artist content calendars from information provided by digital team
o Support President in daily operations as needed
o Provide call sheets/messages/updates at the end of each day
• Manage all duties related to
o Company mobile phones
o Company credit cards
o Office supplies
o Invoice payments and Uniport management including receiving and coding invoices, issuing P.O.s and following up on payments. Actively maintain log to keep track of marketing and label expenditures against approved budgets.
Job Requirements:
Skills/Abilities:
• Ability to interact comfortably and effectively with employees of our company at all levels including Senior Management
• Ability to interact comfortably and effectively with employees of companies we do business with
• Self-motivated, proactive, and resourceful
• Excellent follow-through and attention to detail
• Flexible – able to adjust to changing priorities, and able to multi-task
• Excellent customer service skills
• Excellent organization and time management skills
• Strong proficiency and working knowledge of Microsoft Office Products
• Knowledge of Bitmax, Uniport and Expensys systems
• Must be a team player
• Reliable with patience and professionalism
Experience:
• Proven experience as assistant. Experience in the music business is a plus.
Education:
• BS/BA in Business Administration or relevant field
Disclaimer
This job description only provides an overview of job responsibilities that are subject to change.