Overview
Administrative Assistant – Los Angeles, 90038, United States of America
Based at the iconic Capitol Tower in the heart of Hollywood, Capitol Music Group is home to some of the best-known labels in modern music; encompassing the jazz icons of Blue Note, Capitol’s generations of pop stars. We produce, distribute and promote some of the most critically acclaimed and commercially successful music in the industry. This role is a fantastic opportunity to join an organization on the cutting edge of the modern music business and, as part of Universal Music Group, a chance to be part of the world’s leading Music Company.
How we LEAD:
Capitol Music Group is looking for an Administrative Assistant who has superior attention to detail, great organizational skills, the ability to meet tight deadlines and juggle multiple critical requests. A high level of integrity and discretion in handling confidential information and professionalism in dealing with senior professionals inside and outside the company is important. Must be very efficient and highly attuned to the smallest of details, as well as being able to multi-task and work on tight deadlines in a high-pressure environment is crucial. A “can-do” attitude is essential.
How you’ll CREATE:
- Arrange meetings and conference calls via telephone and email
- Cover phone lines and manage/update calendars
- Coordinate and prioritize incoming verbal and email requests
- Book travel, accommodations, & transportation
- Maintain a strong working knowledge of employees, and important external contacts
- Work closely with other administrative assistants and occasionally cover their phone lines
- Exercise discretion when patching calls, rolling calls, and interrupting meetings
- Regular meeting prep, coordination, and notes
- Greet meeting participants
- Order and set-up food service for meetings
- Promptly address any IT issues
- Interact with vendors and promptly process invoices
- Create and send grammatically/punctually correct internal/external company communication
- Monthly expenses, reconciliation, and processing such as travel & entertainment expenses
- Order office supplies, make restaurant reservations, and approve expenses
- Additional duties as assigned
Bring your VIBE:
- Minimum 1 year of experience as an Administrative Assistant, receptionist and/or previous intern experience
- Minimum 1 year of experience booking travel, calendar management
- Ability to interact comfortably and effectively with employees of the company at all levels including Senior Management
- Ability to interact comfortably and effectively with external partners and clients
- High attention to detail, excellent follow-through, problem-solving and organizational skills
- Self-motivated, proactive, and resourceful
- Flexible – able to adjust to changing priorities, and able to multi-task
- Excellent customer service skills
- Excellent time management skills
- Excellent written and verbal communication
- Strong proficiency and working knowledge of Microsoft Office Products
- Creative skills a plus (Adobe Creative Suite, Keynote)
- Ability to sit and stand for long periods of time
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.
