Administrative Assistant
Universal Music Group
Santa Monica, CAThis was removed by the employer on 7/26/2018 12:22:00 PM PST
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Full Time Job
Description
Def Jam Records, is currently looking for a Coordinator to provide support to the Promotions department. This role is heavily focused on Finance, and the ideal candidate will feel comfortable managing finances while maintaining compliance procedures.
Job Functions:
Financial:
• Code and process all invoices for video department
• Manage quarterly promotion budget requests, transfers, and complete budget oversight for all radio formats
• Log requests, create requisitions, and process PO & invoices
• Set up vendors in the system whilst working alongside with the Finance Department
• Work with EVP of Promotion to manage budgets across all formats
• Daily outreach to vendors for finance resolution
• Follow up with A/P on invoices and rush payments
• Process purchase orders in Uniport
Administrative Support:
• Provide administrative support to the EVP of Rhythm/Lifestyle, SVP of Promotion and Regional Staff
• Assist with radio-related artist appearances, performances, and interviews in the NYC region
• Answer heavy phones, maintain calendars, book travel and assist with daily operations
• Book meetings/boardrooms and schedule outside meetings (reservations, etc.)
• Actively work with executives and cross-country regionals/nationals, in promotional items distribution, contest winner travel, radio personnel travel, ticket allocation, and artist promotion tour routing
• Delegate compliance between radio stations, regionals, nationals; gathering NYAG approvals, compliance letters, and assisting in compliance training
• Create, log and submit expense reports
Promotions:
• Create weekly promotion reports including airplay updates, sales, streams, Shazam, etc.
• Pull daily custom BDS and Mediabase airplay reports
• Utilize Nielsen Soundscan and Insight to pull sales reports to be sent out to the department
• Create and maintain current station lists for the Top 40, Urban, AAA and Modern Rock formats
• Act as a hub for the department’s music priorities and have on-hand whenever a staff member needs
• Send music to BDS and Mediabase for encoding in their database
• Organize and coordinate the shipment of CDs and other product to staff, radio, and VIPS according to the release schedule and promotion plan
• Work with the SVP, VPs, Regional Directors, and various radio Promotion Directors to coordinate/manage nationwide promotions and contests across all radio
• Submit music videos through DMDS systems to various networks
Job Requirements:
Skills/Abilities:
• Working knowledge of Mediabase, BDS, Nielsen Soundscan, Insight and DMDS
• Experience in All Access, Billboard, Uniport, eTA, Spotify and iTunes a plus
• Strong knowledge in the Microsoft Office Suite, specifically Excel
• Must have excellent speaking, writing, spelling and typing skills
• Proven ability to operate in a fast-paced environment, responding to issues promptly with a strong orientation toward customer service and teamwork
• Strong organizational and time management skills, including prioritization and follow through
• Detail oriented/strong ability to multi-task
• Must have a sense of urgency/willingness to work quickly and efficiently
• Able to comfortably converse with all levels from both within and outside the company
• Good relationship building skills
• Self-starter and proactive
Experience:
• 1-2 years of administrative assistant experience
Education:
• Bachelor’s degree
Universal Music Group is an Equal Opportunity Employer.
Disclaimer
This job description only provides an overview of job responsibilities that are subject to change.