Team Coordinator
Universal Music Group
Los Angeles, CAThis was removed by the employer on 5/30/2014 10:20:00 AM PST
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Full Time Job
JOB DESCRIPTION:
Universal Music Group is currently seeking a Team Coordinator position in our Hollywood, CA office location.
Purpose: To provide strong administrative and organizational support to the VP of Adult Programming.
Job Description:
Admin Duties
• Manage/Schedule an appointments on the calendar
• Keep VP on schedule
• Prep for all meetings
o Book conference rooms
o Arrange refreshments/food when needed
o Run reports
o Organize all materials
o Ensure all parties are in attendance
• Manage a high volume of phone calls
• Be able to interact with both high level executives and outside parties in a professional manner
• Draft correspondences, both in e-mail and letter form
• Maintain and update contacts regularly
• Order lunch and beverages
• Receive and review mail
• Read and respond to e-mails when appropriate and necessary
• Manage authorization/signature process for EVP in a timely manner
• Coordinate a small amount of personal tasks
Expenses
• Collect and organize VP's receipts
• Create, log and submit expense reports
• Cross reference expenses with corporate card statement
Travel
• Book and coordinate travel
• Prepare travel request forms
• Keep detailed itinerary of travel information and meetings
• Coordinate contest winner travel (flights, hotels) for all flyaway promotions.
Operational Duties
• Work closely with external vendors to manage all invoices & project budgets
• Utilize UMG systems to process all invoices spanning across multiple formats and keep an organized log
• Work with the regional staff to ensure that all stations abide by the Attorney General & UMG's compliance laws
• Compile a year-end packet of all compliance letters (contest winner letters performance letters) to submit to UMG compliance
• Compile a year-end grid of all shows containing radio personnel attendees to submit to UMG compliance
• Assist the VP in managing and supervising artist budgets.
JOB REQUIREMENTS:
Seeking dynamic, self-motivated, discreet and polished professional assistant who will work well in a fast-paced fun environment with various and shifting priorities.
Skills/Knowledge
• Degree qualified or equivalent
• 2-3 years of administrative assistant experience
• Must have excellent writing, spelling and typing skills
• Time management/Organizational skills
• Intermediate skills in Microsoft Office
• Intermediate to advanced skills in Microsoft Outlook
• Detail oriented/Strong ability to multi-task
• Calm and grounded, but assertive when needed
• Able to comfortably converse with all types of people within the company and from the outside
• Good relationship building skills