Administrative Assistant

We 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:  

MCA is currently seeking a dedicated Assistant to provide support to the Chief Creative Officer, based in Nashville, TN. The ideal candidate will come from Music or Entertainment and have previous administrative experience. 

This role requires exceptional attention to detail, great organizational skills, the ability to meet critical deadlines, and to juggle multiple priorities in a fast-paced environment.  A high level of integrity and discretion in handling confidential information is essential.  This role will represent and partner with the CCO to help ensure the effectiveness of the function. The ideal candidate will be self-motivated, creative and adaptable. 

How you'll CREATE: 

• Provide high-quality administrative support in a demanding, fast-paced environment with tight deadlines

• Extensive travel and meeting coordination/calendar management 
• Anticipate next steps; foresee and/or manage risk, conflicts, and problem areas 
• Manage incoming correspondence on behalf of the Executive via calls, emails, other, accurately and in a timely fashion 
• Maintain up-to-date awareness of the Executive’s obligations to proactively assist and/or anticipate needs 
• Anticipate and coordinate executive’s point-to-point travel needs as well as processing entertainment expenses and preparing itineraries 
• Maintain a strong working knowledge of artist roster, employees, and important external contacts 
• Invoicing and communicating directly with vendors for payment processing
• Respond to changes quickly and proactively alter priorities when necessary 
• Regular meeting prep and coordination, including food ordering, document prep and organization as directed, occasional meeting coverage and note taking 
• Process expense reports, ensuring that the correct coding is used; resolve payment issues 
• Draft communications (internal and external) on behalf of the CCO
• Ensure that reports are effective, provided on a timely basis and subject to rigorous standards 
• Build and coordinate agendas and decks for internal and external meetings 
• Special project coordination requiring follow up and meeting of deadlines 
• Provide best in class hospitality and high level of service to guests to ensure a feeling of welcome and comfort 
• Plan, organize and execute industry and artist events
• Additional duties and other projects as required 

Bring your VIBE:  

• 3-5 years of solid Administrative Assistant experience in entertainment
• Self-starter with ability to prioritize and organize
• Proactive in calendar scheduling and providing solutions 
• Adaptive, flexible and work under pressure 
• Strong organizational skills and highly attuned to the smallest of details
• Ability to interact comfortably and effectively with external partners and clients, employees of the company at all levels including Executive Management 
• Great social and interpersonal skills  
• Strong technical skills: working knowledge of Microsoft Suite; Photoshop a plus
• Ability to learn new software programs as necessary
• Excellent written and verbal communication skills 
• Multi-task and have excellent follow-through  
• Ability to handle confidential information and keep information confidential
• Overtime/accessibility on nights and weekends as needed 
• Business related degree or equivalent experience 
• Prior experience in or exposure to Music or Entertainment industry

Perks Playlist:

Join an entrepreneurial, global organization where authenticity, boldness, creativity, connection, drive, and insight