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Position: Administrative Assistant
City and State: Santa Monica, CA
Job Description: Universal Music Group is currently seeking an Administrative Assistant for the Santa Monica, CA location. Overview: This position is responsible for providing administrative support for both the Senior Vice President Creative Affairs – West Coast and Director of Creative and Music for Film & TV. Job Description/Responsibilities: • All functions of an administrative assistant including but not limited to: answering/screening telephones, taking accurate messages, mail distribution, filing, faxing, copying, shipping documents, etc. • Professionally Interact with high-level managers, lawyers, clients • Liaison with other departments and department heads. • Process expense reports/T&E’s weekly using Concur. • Coordinate artist bios and discographies • Schedule, plan and book travel and assist with writer travel when necessary. • Assist with UMPG Studio and Writer room scheduling • Build and manage excel spreadsheets (intermediate – advanced) • Build and manage PowerPoint presentations (intermediate) • Create regular reports for the Creative Department (RAP) • Assist in the creation of acquisition proposals and accompanying financial projections • Pull Mediabase & Soundscan charts • Track and log all incoming song demos and submissions. • Submit song splits to copyright department and liaise with Creative Coordinator • Complete and follow-up on special projects and tasks. • Assist with other department and company projects as requested • Maintain record of, and process all department financial commitments including invoices, demo bills, refund checks, and travel expenses. • Maintain and update client contact database with additions and changes. • Facilitate communication between A&R and Film/TV Departments: o Collection and organization of pre-release audio and related release (and split) info from A&R for Film/TV distribution purposes. This will require a regular dialogue with the Creative Coordinator and the manager of the Forthcoming Releases Report. • Assist in the daily Film/TV pitch process (tracking down audio, etc) • Generate occasional Film/TV reports (quarterly) Job Requirements: The ideal candidate must possess the following: • Experience in the music industry required. • Ability to work independently and as part of a team in a fast paced environment. Must be able to work under time constraints. • Excellent verbal and written communication skills • Professional demeanor in dealing with people and clients of all levels within and outside the company. • Ability to juggle and prioritize multiple projects simultaneously with minimal supervision. • Must be discrete and maintain absolute confidentiality, as this position regularly handles sensitive information. • Must be self-directed, extremely well organized, and detail oriented. • Ability to troubleshoot and problem solve. • Advanced experience in Microsoft Office (Word, Excel, PowerPoint, Outlook). • Knowledgeable in internet usage/strong ability to use internet as a resource. • Positive attitude, enthusiastic team spirit, and eagerness to learn. • Overtime may be required.
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