Overview

Executive Assistant, US Finance – Santa Monica, 90404, United States of America

How we LEAD:

We are seeking an Executive Assistant to support the US CFO and SVP Finance, with secondary duties to provide general accounts payable / vendor support as well as departmental support to other Finance team members as needed.  The ideal candidate will come from music or entertainment, preferably within the finance or accounting areas with previous experience supporting a high-level executive required.     

 

Reporting to the US CFO, the Executive Assistant must be detail oriented, efficient with their use of time and can multi-task while working on tight deadlines in a highly pressured, fast-paced music industry environment.  This Executive Assistant role will maintain a ‘can-do’ attitude with no task too small and no challenge too great.  This position is based in Santa Monica, California and will be in office 4 days per week. 

 

How you’ll CREATE: 

  • Primary Responsibilities (for US CFO & SVP Finance): 
  • Heavy calendar management (Outlook), arranging meetings and conference calls via telephone, Zoom and email. 
  • Proactively prepare for and remind executives of upcoming meetings. 
  • Exercise discretion when answering calls and interrupting meetings. 
  • Coordinate and prioritize incoming requests, including facilitating time sensitive approvals.  
  • Work closely with other assistants to facilitate general workflow.  
  • Book travel, accommodations, car service and restaurant reservations as needed. 
  • Prepare and process expense reports. 
  • Book conference rooms and handle any associated food services, facilities or AV needs. 
  • Additional administrative tasks as requested. 
  • Secondary Responsibilities (accounts payable / vendor support and general departmental support): 
  • Assist department with general accounts payable and vendor administration/support in UMG procurement system (Uniport).  
  • Arrange meetings for other Finance staff as requested. 
  • Maintain Finance distribution lists and familiarity with general finance staff. 
  • Serve as point person for finance questions coming from non-finance staff. 
  • Organize guest spaces and handle needs for internal and external finance guests when visiting the Santa Monica office. 
  • Promptly address any IT or Facilities issues. 
  • Maintain and order office supplies. 
  • Other projects as assigned.  

 

Bring your VIBE: 

  • Minimum 5 years of experience supporting a high-level executive with discretion and confidentiality. 
  • Experience supporting more than one executive is ideal. 
  • Past experience with departmental management preferred. 
  • Administrative experience in the music industry, entertainment, accounting or finance is highly preferred. 
  • Ability to interact comfortably and effectively with employees of UMG at all levels, including Sr Management. 
  • Self-motivated, proactive and resourceful mindset. 
  • Proven ability to manage multiple priorities and deadlines with excellent follow-through. 
  • Strong written and verbal communication skills with a customer-service mindset. 
  • Proficient in the use of Microsoft Outlook and other Office products, including Excel and PowerPoint. 
  • Hybrid work environment; in office 4 days per week. 
  • Must be eligible to work in the U.S. 

 

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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.