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Position: Administrative Assistant
City and State: Universal City, CA
Job Description: 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) 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
Salary Range: na
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