Administrative Assistant - Santa Monica, 90404

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

How You'll CREATE:

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

• Arrange meetings and conference calls via telephone and email
• Manage calendars and appointments with an understanding of business priorities
• Coordinate and prioritize incoming verbal and email requests
• Anticipate and coordinate Santa Monica team’s 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
• Responsible for organizing personal arrangements as requested
• Manage and represent the UMGB Santa Monica office
• Promptly address any IT issues
• Order and set-up food service for meetings
• Greet meeting participants & arrange tours
• Proactively prepare the executives for meetings
• Exercise discretion when patching calls, rolling calls, and interrupting meetings
• Handle administrative duties
• Process travel & entertainment expenses
• Manage and execute all shipping and mailing requests in a timely manner
• Create and send grammatically/punctually correct internal/external company communication
• Archive and organize emails by topic and keep apprised of ongoing deals
• Order office supplies, make restaurant reservations, and approve expenses
• Help update Monday.com trackers as requested
• Collaboration within UMGB Depts:

• Work in tandem with Dept Manager to ensure seamless communication across London, New York and LA offices, executives and leadership team

Bring Your VIBE:

• Ability to interact comfortably and effectively with employees of our company at all levels including Senior Management
• Ability to interact comfortably and effectively with employees of companies we do business with
• Excellent and effective time management skills; multi-tasking; quick and responsive
• Self-motivated; ability to work independently and proactively and set priorities with regard to managing own workload; seek opportunities to improve position responsibilities and processes
• Excellent follow-through and attention to detail
• Excellent customer service skills
• Excellent organization and time management skills
• Excellent written and verbal communication
• Strong proficiency in and working knowledge of Outlook and other Microsoft Office Products