Executive Assistant
Warner Music Group
New York, NYThis was removed by the employer on 6/30/2014 2:44:00 PM PST
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Full Time Job
Department Description: WMG Digital Strategy and Business Development / Legal
High Level Job Description:
Job responsibilities include (but are not limited to) managing all administrative aspects of work for one member of the Digital Legal Department and one member of the Digital Strategy and Business Development team, as well as more detailed project management and independent projects on various levels. Requires an intelligent, curious, flexible, proactive, organized and independent person who is willing to engage in typical administrative/clerical duties as well as more complex project work to the extent of the applicant’s capabilities. Independently responsible for routine, day-to-day legal activities as described below. An interest in digital music is preferred
Detailed Job Description/ Responsibilities:
• Provide administrative and office support activities for up to three legal department supervisors:
• Answer and screen telephone calls and receive and direct visitors
• Coordinate calendars, scheduling and meeting logistics
• Prepare written correspondence and communicate internally and to third parties via phone, email or fax as needed
• Coordinate travel
• Photocopy/create PDFs, collate, & organize
• Process and track T&E expenses
• Process packages and mail
• Code and process invoices for payment, and respond to law firm payment inquiries
• Review invoices for accuracy and completeness
• Cover for other assistants on breaks and vacations as needed
• Assist in, or take the lead on, identifying and managing projects for the group, as needed:
• Coordinate deal process flow and manage contract execution process, including exchange of signatures, processing of originals
• Maintain online databases of signed contracts
• Update chart of all U.S. digital deals
• Coordinate drafting and distribution of deal summaries and deal chart
• Prepare and distribute agendas and minutes of meetings
• Coordinate domain name registration process and maintain records of domain name registrations in online database
• Prepare intermittent domain name reports for labels/business groups
• Act as the primary Privacy Coordinator for the Legal Department: check the WMG Privacy Policy inbox daily and direct inquiries to appropriate personnel
• Lead and coordinate database upgrade using Microsoft Access
Required Competencies/Skills:
Microsoft Outlook and Calendar (Intermediate)
• Microsoft Word (Intermediate)
• Microsoft Excel (Intermediate)
• Microsoft PowerPoint (Intermediate)
• Microsoft Access (or comparable database experience)
• Work independently and take initiative
• Excellent verbal and written communication and inter-personal skills
• Ability to work under pressure and deadlines
• Handle confidential matters appropriately and with discretion
• Strong attention to detail
• Multi-task: prioritize with appropriate sense of urgency
• Ability to pinpoint problems and identify solutions
• Professionally interface with all levels of the organization, clients and vendors
• Accurate filing and maintenance of documents
• Experience or working knowledge of music industry and/or legal matters is a plus
• Internet research abilities
Special Requirements/Preferences:
Overtime may be required
Education Required:
Undergraduate degree
Our Company is committed to a policy of Equal Employment Opportunity and will not discriminate against an applicant or employee on the basis of age, sex, sexual orientation, race, color, creed, religion, ethnicity, national Origin, alienage or citizenship, disability, marital status, familial status, military or veteran status, or any other legal recognized protected basis under federal, state or local laws, regulations or ordinances.
Applicants with disabilities may be entitled to reasonable accommodation under the terms of the Americans with Disabilities Act and certain state or local laws and the Company complies with all applicable reasonable accommodation requirements which such laws may require. Accordingly, please inform the Company’s Human Resources representative if you need an accommodation in order for you to complete any employment application-related forms or otherwise to participate in the application or selection process for the position for which you are applying. A reasonable accommodation is a change in the way things are normally done which will ensure an equal employment opportunity and will enable applicants to participate in the application and selection process and for employees to perform the essential functions of their jobs without imposing undue hardship on our Company. The Company also will make reasonable accommodations to an applicants or employee’s religious beliefs and practices as may be required by law, unless an undue hardship would result.