Administrative Assistant, US Finance - Santa Monica, 90404

Administrative Assistant, US Finance - Santa Monica, 90404, United States of America

US Finance Admin istrative Assistant

How we LEAD:

We are seeking anAdministrativeAssistanttosupport the US CFOand SVP Finance, with secondary duties to provide generalaccounts payable/ vendor support as well asdepartmental supportto other Finance team members as needed. The ideal candidate will come from music or entertainment, preferablywithin the finance or accounting areaswith previous experience supporting a high-levelexecutive required.

Reporting to the US CFO , the Administrati ve 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 Admin istrative 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 youll CREATE:

• Primary Responsib i lities (for US CFO & SVP Finance) :

• Heavy calendar management (Outlook) , a rrang ing meetin gs 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 in teract comfortably and effectively with employees of UMG at al l 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.