Administrative Assistant
Universal Music Group
Santa Monica, CAThis was removed by the employer on 9/6/2019 9:22:00 AM PST
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Full Time Job
Description
Universal Music Enterprises is seeking an Administrative Assistant with both (i) experience that will support the day-to-day operations of UME’s Business Affairs team (including UME’s in-house attorneys) and (ii) entry-level paralegal skills (Paralegal Certificate NOT required). Discretion, confidentiality and good judgment are essential for this role. The candidate must be efficient and time-sensitive, and will need to perform always with painstaking attention to detail (including with respect to spelling, grammar and message-taking). Multi-tasking and meeting tight deadlines is often necessary. In respect of paralegal tasks, the candidate will be expected, under attorney and/or senior staff direction, to prepare simple legal documents for review and to assist in the management of legal documentation, also under attorney and/or senior staff direction.
Job Functions:
Business Affairs Operations Management:
• Coordinate & prioritize meetings involving UME Business Affairs staff
• Phone answering and message taking as required
• Responsible for processing payments in “Uniport” (an online payment system for which the assistant will be trained)
• Exercise discretion when patching calls, rolling calls, and interrupting meetings
• Arrange meetings and conference calls via telephone and email/Microsoft Outlook Calendar
• Greet and direct internal/external Business Affairs meeting participants
• Book travel, accommodations, car services & process Travel & Entertainment expenses
• Create, send, receive and distribute internal/external company communications
• UME Business Affairs filing in coordination with other UME Business Affairs filers
• Special projects as needed
• Manage all duties related to:
• Company mobile phones
• Company credit cards
• Office supplies
Paralegal Functions:
• Research agreements relevant to simple legal documents to be prepared under attorney/senior staff supervision
• Maintain and organize files, including all relevant correspondence
• Maintain relevant files in the computer-based systems
• Assist in department and company projects as needed
Job Requirements:
Skills/Abilities:
• Ability to interact comfortably and effectively with UMG employees at all levels, including Senior Management
• Ability to interact comfortably and effectively with employees of parties with whom UMG does business
• Self-motivated, pro-active and resourceful
• Excellent follow-through and close attention to detail
• Flexible – able to adjust to changing priorities and able to multi-task
• Excellent customer service skills
• Excellent organization and time management skills
• Strong proficiency and working knowledge of Microsoft Outlook, Word, Excel and PowerPoint
• Must have excellent verbal, written and interpersonal communication skills
• Ability to stay on top of multiple initiatives at one time
• Ability to work quickly and accurately under pressure
• Entertainment/Music experience preferred
Experience:
• Music Industry experience (legal-related experience preferred)
• Familiarity with business process workflows (i.e. following a pre-defined business process , understanding how one’s role helps to achieve the overall objective)
Education:
• A. and entry level paralegal equivalent experience required
• JD. preferred but not required.
Universal Music Group is an Equal Opportunity Employer.
Disclaimer
This job description only provides an overview of job responsibilities that are subject to change.