Administrative Assistant

This is a Full Time Job

Universal Music Group is currently seeking an Administrative Assistant for the Universal City, CA location.

Overview

This is an opportunity to be part of a team that supports UMGD’s business and employees by offering assistance, efficiencies, and support in back-office areas. This Administrative Assistant will be responsible for self-directed clerical and data-entry tasks, as well as customer service and troubleshooting for some online systems. This Administrative Assistant will provide administrative support to UMGD’s Senior Director of Marketing Operations & Creative Services and Director of Administration.

Responsibilities & Tasks

Administrative Assistant Support

• Be the gatekeeper for supervisors’ office
o Answer telephone
o Exercise discretion when patching calls, rolling calls, and interrupting meetings
o Arrange meetings via telephone and email/Microsoft Outlook Calendar
o Greet meeting participants
• Manage supervisors’ schedule
o Set up meetings
o Coordinate incoming meeting requests
o Help supervisors stay on schedule

Finance & Budget Support

• Process all Advertising invoices for UMGD:
o Set up vendors in UMG’s systems
o Maintain back-up copies
o Code invoices
o Work with Media Planners and vendors to resolve issues
o Confirm advertising budgets and return funds to labels in UMG’s Commitment Tracking System (CTS)
• Organize travel & entertainment expenses/budgets
o Track UMGD’s spend on Account Conventions
o Ensure all Convention expenses are coded to the correct budget
o Issue corporate credit cards
o Set-up and update supervisor/finance approvers in Concur (online expense processing system)
o Reconcile and close former employees’ T&E expenses
• Train employees on how to use online systems and equipment, and provide troubleshooting assistance
o Concur (online expense processing and approval system)
o PeopleSoft Time & Labor (payable time tracking system)
• Approve non-exempt employees’ payable time in the PeopleSoft Time & Labor (payable time tracking system)

Miscellaneous administrative responsibilities and special projects for supervisor and staff as needed. Ongoing duties include but are not limited to:

• Fulfill “Free CD Program”
• Help department cover reception area (1.5 hours per work day)

Job Requirements:

• Ability to interact comfortably and effectively with employees at all levels of our company
• Excellent customer service skills
• Self-motivated, proactive, and resourceful
• Penchant for accuracy; Excellent follow-through and attention to detail
• Flexible – able to adjust to changing priorities, and able to multi-task
• Good organization and time management skills
• Proficient in Microsoft Office Suite
o Intermediate Microsoft Excel skills
o Intermediate – Advanced Microsoft PowerPoint skills