Executive Assistant

About the company

Universal Music Group (UMG) is a global music leader operating across recorded music, music publishing, merchandising, and audiovisual content in more than 60 countries. The organization focuses on discovering and developing artists and songwriters, while creating, distributing, and promoting music that reaches audiences worldwide.

Role overview

UMG is looking for a seasoned executive administrative professional to support senior leadership in a demanding, fast-moving environment. The role calls for excellent judgment, strong organization, precision, and the ability to manage several priorities while meeting important deadlines. Because the position involves highly sensitive information and frequent interaction with senior leaders, a polished, discreet, and professional approach is essential. The right person will be proactive, resourceful, and consistently a step ahead of what the executive needs.

Key responsibilities

• Oversee the executive’s daily calendar and keep schedules running smoothly.
• Plan ahead for important events and anticipate the executive’s requirements in a fast-paced setting.
• Arrange meetings, appointments, travel plans, and detailed itineraries.
• Review incoming correspondence, route it appropriately, draft replies and documents when needed, and help manage email flow.
• Coordinate internal and external meetings, conferences, teleconferences, and corporate events.
• Support commercial tasks, booking arrangements, and travel planning.
• Prepare and submit expense claims promptly.
• Handle ad hoc assignments and special projects as they come up.
• Sort and prioritize phone calls, emails, and other inquiries.
• Create internal and external corporate documents and presentations.
• Maintain strict confidentiality and build effective working relationships across and beyond the organization.
• Support the executive’s broader team calendar as required.
• Coordinate travel for larger teams across Europe and the US.
• Organize team meetings and events.

What the role requires

• Strong understanding of business operations and the ability to build professional credibility quickly.
• Excellent organizational ability and a talent for anticipating needs and solving problems.
• Proven success supporting senior management and high-level clients.
• Strong verbal and written communication skills for interactions at all levels.
• Comfort handling highly confidential information with calm professionalism.
• Advanced proficiency in Microsoft Office.
• Working knowledge of travel planning and logistics.
• Ability to stay highly organized while juggling multiple tasks.
• Proactive mindset with strong multitasking skills.
• Exceptional discretion when dealing with sensitive matters.
• Confident, energetic, and professional demeanor.
• Ability to adapt to different personalities and situations.
• Comfort working in a fast-moving, constantly changing environment.
• Ability to improve efficiency using technology and music-related systems.
• At least 6 years of executive assistant experience.
• Flexibility to work across time zones, especially Europe and the US.
• This is an office-based role in Santa Monica, CA.

Compensation and benefits

The posted base salary range is $49,520 to $80,000 per year. Final pay may vary based on experience, qualifications, skills, education, certifications, licenses, and work location.

Benefits include medical, dental, and vision coverage; 100% coverage for in-network outpatient mental health services; fertility coverage for eligible plan participants; wellbeing reimbursements of up to $720 per year for approved wellness-related expenses; student loan repayment assistance; tuition reimbursement; and a 401(k) plan with immediate 100% vesting on the first 5% of employee contributions plus an additional company contribution.

Time-off and leave support includes flexible PTO for exempt employees, 3 weeks of PTO for non-exempt employees, 2 weeks of paid winter break, 10 company holidays including Juneteenth and Wellbeing Day, summer Fridays between Memorial Day and Labor Day, and generous paid parental leave for every type of parent.

Additional information

This job description is intended as an overview and the responsibilities may change over time. The employer is an equal opportunity employer. The company participates in E-Verify in Alabama, Arizona, Georgia, Mississippi, North Carolina, South Carolina, Tennessee, and Utah. It is not enrolled in E-Verify in California and New York and cannot support candidates whose employment requires employer E-Verify enrollment, including some STEM-OPT candidates.

Applicants may review the E-Verify Participation Poster and the E-Verify Right to Work Poster in English and Spanish.