Overview
Executive Assistant – Santa Monica, 90404, United States of America
How we LEAD:
UMG is seeking an accomplished Executive Administrative professional with solid experience to support a senior executive. This role requires exceptional attention to detail, great organizational skills, the ability to meet critical deadlines and to juggle multiple priorities in a fast-paced environment. A high level of integrity and discretion in handling confidential information and professionalism in dealing with senior executives inside and outside the company is essential. This role will represent the executive in a positive and professional manner and partner with the executive to help ensure the effectiveness of the function. The ideal candidate will take initiative, identify solutions, and be ten steps ahead of what needs to be done.
How you’ll CREATE:
- Day-to-day management of the executive’s schedule
- Manage office and time in a fast-paced environment and anticipate critical events/Executive’s needs (Schedule meetings/ appointments and manage calendar and travel itineraries)
- Read and route correspondence; draft responses and other documents as requested; assist with email management
- Manage schedule by planning internal and external meetings, conferences, teleconferences, arrange corporate events, etc.
- Extensive travel booking (cars, flights, hotels, trains, etc.)
- Screen and prioritize email correspondence and inquiries
- Prepare for monthly All Hands / event planning (coordinate with caterers, party rental companies, DJs, etc.)
- Interacting with clients and potential clients
- Regular meeting prep and coordination including food ordering, document prep and organization as directed, occasional meeting coverage and note taking
- Prepare submission of expense claims in a timely manner
- Special project coordination requiring follow-up and meeting of deadlines
- Manage ad hoc projects as needed
- Uphold a strict level of confidentiality, establish and maintain relationships both internal and external
- Additional duties as assigned
Bring your VIBE:
- Minimum 3 years of executive assistance experience supporting C-suite executive with discretion and confidentiality
- Develop and demonstrate professional knowledge of the business
- Music or entertainment experience is highly preferred
- Must be a self-starter with the ability to prioritize, organize and establish administrative procedures and work under pressure
- Ability to anticipate needs, problem solve and identify solutions
- Proven ability to work effectively with senior management and senior-level clients
- Ability to manage highly confidential information and to act calmly and professionally
- Extreme discretion with sensitive information
- Dynamic and assertive personality; professional demeanor
- Adaptable to a variety of situations with numerous personalities
- Self-motivated, proactive, and resourceful
- Excellent follow-through and attention to detail
- Ability to excel in a fast-paced, ever-changing environment
- Excellent customer service skills
- Excellent organization and time management skills
- Excellent written and verbal communication
- Ability to create efficiency through the use of technology and music-based systems
- Advanced knowledge of travel logistics- itineraries, international and domestic
- Strong proficiency in and working knowledge of Outlook and other Microsoft Office Products
- Bachelor’s Degree preferred
