Executive Assistant / Office Manager - Ultra Records

This is a Full Time Job

As the Executive Assistant/Office Manager at Ultra Records you will provide administrative support to the President of Ultra Records handling a wide range of administrative and executive support related tasks as well as oversee the overall operations of the office for the label.

What you'll do:
• Calendar management, including scheduling of appointments across multiple time zones, arranging rooms, video conferences, and audio facilities, routing meeting agendas and key documents
• Screen incoming calls and greet guests
• Manage domestic and international travel schedules for President of Ultra
• Complete monthly T&E reports in Concur, pay department invoices, and reconcile AMEX Travel statements.
• Order office supplies for the label
• Oversee the overall operations and efficiency of the office for Ultra
• Provide key executive administrative support to the President of Ultra - anticipate needs, follow-through on all details and handle all confidential situations
• Plan and manage events for Ultra including NY-based and international meetings, artist showcases, concert outings, and all staff teambuilding events. Work with finance to establish a budget, research options (venues, location sites, transportation, catering, permits as necessary, etc.), develop proposal and make recommendations, select vendors and sign contracts ensuring competitive pricing and oversee execution
• Manage office floor plans – ensure accuracy of allocation charges, manage space allocations and create setup for all new employees. Oversee and manage all aspects of employee moves
• Serve as point of contact for NY and LA-based staff as relates to Sony facilities regarding building policies and work to be done or maintenance issues; IT & Telecommunications regarding purchased employee equipment; other vendors as needed
• Work with the President of Sony Ultra on the annual business plan presentation requiring strong PowerPoint and Microsoft Excel skills
• Assist the President of Ultra and finance on drafting and distributing monthly financial reports

Who you are:
• 2 plus years administrative experience required (music industry experience a plus)
• Bachelor’s Degree preferred
• Requires knowledge of Microsoft Office Programs (Word, Outlook, PowerPoint)
• Ability to multi-task and meet pressure deadlines
• Flexibility with hours
• Knowledge and interest in electronic music and culture
• Highly Organized
• Fast learner
• Excellent written and verbal communication skill

What we give you:
• You join an inclusive, collaborative and global community where you have the opportunity to channel your passion every day
• A modern office environment designed to foster productivity, creativity, and teamwork empowering you to bring your best
• An attractive and comprehensive benefits package including medical, dental, vision, life & disability coverage, and 401K employer matching
• Voluntary benefits like company-paid identity theft protection and resources for pets, mental health and meditation resources, industry-leading fertility coverage, fully paid leave for childbirth or bonding, fully paid leave for caregivers, programs for loved ones with developmental disabilities and neurodiversity, subsidized back-up child and elder care, and reimbursement for adoption, surrogacy, tuition, and student loans
• Investment in your professional growth and development enabling you to thrive in our vibrant community.
• The space to accelerate progress, positively disrupt, and create what happens next
• Time off for a winter recess