Executive Assistant

Universal Music•Nashville, TN

13d

About The Position

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: Capitol Christian Music Group (“CCMG”)/Capitol Music Group Nashville is currently seeking a dedicated Executive Assistant to provide support to both the President, CCMG and the Co-President, Capitol Music Group Nashville and Executive Vice President, Capitol Christian Music Group. The ideal candidate will come from Music or Entertainment and have previous experience supporting EVPs, Presidents or other high-level Executives. 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, and professionalism in dealing with senior executives inside and outside the company is essential.  This role will represent the Executives in a positive and professional manner and partner with the executive to help ensure the effectiveness of the function. The ideal candidate will be self-motivated, creative and adaptable. How you'll CREATE: First point of contact for Executives Provide high-quality administrative support in a demanding, fast-paced environment with tight deadlines. Extensive travel and meeting coordination/calendar management Build and coordinate agendas and decks for internal and external meetings Create in-depth presentations for Executives on a regular basis. Be able to run presentations and coordinate all technical/AV needs Plan, coordinate and help execute events and larger meetings as needed Ensure that presentations and reports are effective, provided on a timely basis and subject to rigorous standards Manage incoming correspondence on behalf of the Executives via calls, emails, other, accurately and in a timely fashion Maintain up-to-date awareness of the Executives’ obligations to proactively assist and/or anticipate needs Anticipate and coordinate Executives’ point-to-point travel needs (accommodations and car service) as well as processing entertainment expenses and preparing itineraries Maintain a strong working knowledge of artist roster, employees, and important external contacts Be flexible and work in a fast-paced environment Respond to changes quickly and proactively alter priorities when necessary Foresee and/or manage risk, conflicts, and problem areas 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 Executives 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 Assist, plan and coordinate staff meetings and social events including staff meeting, company-wide social events, etc. Additional duties and other projects as required

Requirements

3-5 years of solid Administrative/Executive Assistant experience supporting high level Executives in entertainment
Self-starter with the ability to prioritize, organize and establish administrative procedures
Adaptive, flexible and work under pressure
Highly attuned to the smallest of details
Proactive in calendar scheduling and providing solutions
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: typing and PC experience including Microsoft Office: Outlook, Excel, PowerPoint required
Strong organizational skills and attention to detail
Excellent oral and written communication skills
Multi-task and have excellent follow-through
Ability to handle confidential information
Overtime/accessibility on nights and weekends as needed
Business related degree or equivalent experience

Responsibilities

First point of contact for Executives
Provide high-quality administrative support in a demanding, fast-paced environment with tight deadlines.
Extensive travel and meeting coordination/calendar management
Build and coordinate agendas and decks for internal and external meetings
Create in-depth presentations for Executives on a regular basis.
Be able to run presentations and coordinate all technical/AV needs
Plan, coordinate and help execute events and larger meetings as needed
Ensure that presentations and reports are effective, provided on a timely basis and subject to rigorous standards
Manage incoming correspondence on behalf of the Executives via calls, emails, other, accurately and in a timely fashion
Maintain up-to-date awareness of the Executives’ obligations to proactively assist and/or anticipate needs
Anticipate and coordinate Executives’ point-to-point travel needs (accommodations and car service) as well as processing entertainment expenses and preparing itineraries
Maintain a strong working knowledge of artist roster, employees, and important external contacts
Be flexible and work in a fast-paced environment
Respond to changes quickly and proactively alter priorities when necessary
Foresee and/or manage risk, conflicts, and problem areas
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 Executives
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
Assist, plan and coordinate staff meetings and social events including staff meeting, company-wide social events, etc.
Additional duties and other projects as required

Benefits

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 contribution
A 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 parent