Administrative Assistant

Universal Music Group; Santa Monica (CA); On-site; USD 66,000 - 80,000; Full time

Benefits offered by this job

Medical coverage

Dental coverage

Vision coverage

Wellbeing reimbursements

Student Loan Repayment Assistance

401(k) with 100% vesting

Generous PTO

Parental leave

Job summary

Universal Music Group in Santa Monica, CA is seeking an Administrative Assistant to provide primary support to the Senior Vice President of ML and AI, while offering light support to several Vice Presidents. The role handles executive scheduling, travel, expenses, meetings, and project coordination in a fast-paced, confidential environment.

You will partner across Data Analytics and other functions to keep initiatives moving, manage priorities, and maintain organized project documentation,

Qualifications

• Five plus years of experience supporting senior executives in a fast-paced environment.
• Strong organizational and prioritization skills with the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office suite and virtual collaboration tools.
• Experience coordinating travel and managing expense reporting.

Responsibilities

• Serve as the primary administrative partner to the Senior Vice President, managing a complex calendar and day-to-day needs.
• Coordinate domestic and international travel arrangements and detailed itineraries.
• Prepare, submit, and reconcile expense reports per company policy.
• Organize meetings by managing schedules, conference rooms, virtual logistics, agendas, and follow-up actions.
• Support department initiatives, projects, milestones, timelines, and stakeholder communications.
• Assist with recurring business processes, leadership meetings, off-sites, and events.
• Maintain project documentation, notes, and action items to ensure visibility and accountability.

Skills

Calendar management

Executive support

Communication

Discretion

Multitasking

Tools

Microsoft Office

Outlook

Word

Excel

PowerPoint

Teams

Zoom

Job description

## Administrative AssistantApply: Santa Monica, California: Full time: Posted Today: UMG-27838We are UMG, the Universal Music Group. We are the world’s leading music company. In everything we do, we are committed to artistry, innovation and entrepreneurship. We own and operate a broad array of businesses engaged in recorded music, music publishing, merchandising, and audiovisual content in more than 60 countries. We identify and develop recording artists and songwriters, and we produce, distribute and promote the most critically acclaimed and commercially successful music to delight and entertain fans around the world.**How we LEAD:**Universal Music Group is seeking a highly organized, proactive, and resourceful Administrative Assistant to provide primary support to the Senior Vice President of ML and AI, while also providing light administrative support to several Vice Presidents across the organization. This role provides critical administrative and operational support to the Data Analytics leadership team while helping coordinate department initiatives, projects, and cross-functional programs. This role serves as a key partner in ensuring the team operates efficiently by managing executive priorities, coordinating schedules, supporting project execution, and facilitating collaboration across the organization. The ideal candidate is highly organized, proactive, detail-oriented, and thrives in a fast-paced environment with multiple priorities.**How you'll CREATE*** Serve as the primary administrative partner to the Senior Vice President, managing a complex calendar, scheduling priorities, and day-to-day administrative needs. + Proactively manage the complex calendar, daily administrative needs, and shifting priorities for the Senior Vice President of Applied AI and ML.* Provide calendar coordination and administrative support for Data Analytics leadership, including several Vice Presidents, as needed. + Provide calendar coordination and administrative support for two Vice Presidents within the Data Analytics department.* Coordinate domestic and international travel arrangements, including flights, hotels, ground transportation, and detailed itineraries.* Prepare, submit, and reconcile expense reports in accordance with company policies.* Coordinate internal and external meetings by managing schedules, conference room reservations, virtual meeting logistics, agendas, presentation materials, and follow-up actions.* Support the planning and coordination of department-wide initiatives, cross-functional projects, and larger team programs, helping track milestones, deliverables, timelines, and stakeholder communications.* Assist with the coordination of recurring business processes, leadership meetings, off-sites, workshops, and other department events.* Help manage executive priorities by anticipating scheduling conflicts, identifying opportunities to improve operational efficiency, and ensuring leaders are well prepared for meetings and key initiatives.* Partner with team members across Data Analytics and other business functions to facilitate collaboration, coordinate activities, and keep projects moving forward.* Maintain project documentation, meeting notes, action items, and status updates to support visibility and accountability across the team.* Build strong working relationships across UMG to foster effective communication and ensure work progresses efficiently across multiple stakeholders.* Handle sensitive and confidential information with the highest level of professionalism, discretion, and integrity.* Provide additional operational, administrative, and project coordination support as needed to help the Data Analytics team achieve its strategic objectives.**Bring your VIBE****Required Qualifications*** 5+ years of experience supporting senior executives in a fast-paced environment.* Consistent and punctual in-office attendance to support the Company’s strong collaborative and creative culture, mentor-mentee relationships, and participate in effective discussions and meetings, etc.* Ability to interact with management, coworkers, and third parties regularly and professionally (e.g., artists, artist management, third-party vendors, etc.).* Strong organizational skills, multi-tasking, and prioritizing capabilities.* Exceptional organizational skills with the ability to manage multiple competing priorities.* Excellent written and verbal communication skills.* Proven ability to anticipate needs, exercise sound judgment, and work independently.* High level of professionalism and discretion when handling confidential information.* Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint, along with virtual collaboration tools such as Microsoft Teams and Zoom.* Experience coordinating travel and managing expense reporting.* Comfortable working in a dynamic environment where priorities shift quickly.**Preferred Qualifications*** Experience supporting executive leaders within media, entertainment, or technology organizations.* Familiarity with Workday, CTM, ExpenSys, or similar enterprise systems.* Comfort using AI tools to improve organization, scheduling, note-taking, research, and administrative workflows.**What We're Looking For**You're someone who enjoys making other people successful. You anticipate what's needed before being asked, communicate clearly, and take ownership from start to finish. You're highly organized without being rigid, adaptable when plans change, and comfortable balancing competing priorities with professionalism and good judgment. You don't just keep calendars running—you help executives make the best use of their time.**Perks Playlist:**Join an entrepreneurial, global organization where authenticity, boldness, creativity, connection, drive, and insight aren’t just values—they’re how we work every day. Here are some of the ways we support you along the way (and just a few of the benefits we offer):* Comprehensive medical, dental, and vision coverage* Including 100% coverage for out-patient in-network mental health services* Fertility coverage for eligible medical plan participants* Wellbeing reimbursements for fitness classes, spa treatments, meal services, travel, and so much more (up to $720/year)* Student Loan Repayment Assistance and Tuition Reimbursement* **401(k) with 100% immediate vesting** on the first 5% of your contributions, plus an additional UMG contributionA variety of ways to prioritize much-needed time away from work including:* Flexible Paid Time Off (PTO) for exempt employees* 3-weeks PTO for non-exempt employees* 2-weeks paid Winter Break* 10 Company Holidays (including Juneteenth and Wellbeing Day)* Summer Fridays (between Memorial Day and Labor Day)* Generous paid parental leave for every type of parentCheck out our full overview of benefits on the Perks Playlist page of the career site.**Disclaimer: This job description only provides an overview of job responsibilities that are subject to change.** **Universal Music Group is an Equal Opportunity Employer**We are an E-Verify employer in Alabama, Arizona, Georgia, Mississippi, North Carolina, South Carolina, Tennessee, and Utah.Please note, UMG is not enrolled in E-Verify in California and New York, and cannot support employment of candidates whose employer must enroll in E-Verify, for example candidates on STEM-OPT.For more information, please click on the following links.E-Verify Participation Poster: **English / Spanish**E-Verify Right to Work Poster: **English** | **Spanish**## **Job Category:**Administrative**Salary Range:**$ 65,500 - $ 80,000The actual base salary offered depends on a variety of factors, which may include, as applicable, the qualifications of the individual applicant for the position, years of relevant experience, specific and unique skills, level of education attained, certifications or other professional licenses held, and the location in which the applicant lives and/or from which they will be performing the job. All candidates are encouraged to apply.