Overview

Administrative Assistant – Santa Monica, 90404, United States of America

How You’ll CREATE:

  • Provide high-quality administrative support in a demanding, fast-paced environment
  • Arrange meetings and conference calls via telephone and email
  • Manage calendars and appointments with an understanding of business priorities
  • Coordinate and prioritize incoming verbal and email requests
  • Anticipate and coordinate Santa Monica team’s point-to-point travel needs (accommodations and car service) as well as processing entertainment expenses and preparing itineraries
  • Maintain a strong working knowledge of artist roster, employees, and important external contacts
  • Responsible for organizing personal arrangements as requested
  • Manage and represent the UMGB Santa Monica office
  • Promptly address any IT issues
  • Order and set-up food service for meetings
  • Greet meeting participants & arrange tours
  • Proactively prepare the executives for meetings
  • Exercise discretion when patching calls, rolling calls, and interrupting meetings
  • Handle administrative duties
  • Process travel & entertainment expenses
  • Manage and execute all shipping and mailing requests in a timely manner
  • Create and send grammatically/punctually correct internal/external company communication
  • Archive and organize emails by topic and keep apprised of ongoing deals
  • Order office supplies, make restaurant reservations, and approve expenses
  • Help update Monday.com trackers as requested
  • Collaboration within UMGB Depts:
  • Work in tandem with Dept Manager to ensure seamless communication across London, New York and LA offices, executives and leadership team

Bring Your VIBE:

  • Ability to interact comfortably and effectively with employees of our company at all levels including Senior Management
  • Ability to interact comfortably and effectively with employees of companies we do business with
  • Excellent and effective time management skills; multi-tasking; quick and responsive
  • Self-motivated; ability to work independently and proactively and set priorities with regard to managing own workload; seek opportunities to improve position responsibilities and processes
  • Excellent follow-through and attention to detail
  • Excellent customer service skills
  • Excellent organization and time management skills
  • Excellent written and verbal communication
  • Strong proficiency in and working knowledge of Outlook and other Microsoft Office Products

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IMPORTANT: Before applying for this role, please make sure you have the right to work in the country where the role is based. Unless it clearly stipulates within in the job advert above that the hiring company is looking to or able to sponsor applicants it is deemed that the hiring employer will only consider applications from those able to comply with and work in the country where the role is based.