Job Description

Executive Assistant - Los Angeles, 90038, United States of America

Based at the iconic Capitol Tower in the heart of Hollywood, Capitol Music Group is home to some of the best known labels in modern music; encompassing the jazz icons of Blue Note, Capitol’s generations of pop stars, and the legendary recording of Motown to name but a few. We produce, distribute and promote some of the most critically acclaimed and commercially successful music in the industry. This role is a fantastic opportunity to join an organization on the cutting edge of the modern music business and, as part of Universal Music Group, a chance to be part of the world’s leading Music Company.

How We LEAD:

We are looking for an Executive Assistant to provide support, for two high-level Executives, located in Hollywood, CA. The ideal candidate will come from Music or Entertainment and have previous experience supporting an EVP, President 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 executive 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:

Responsibilities & Tasks

• 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 executive’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 the offices
• Promptly address any IT issues
• Order and set-up food service for meetings
• Greet meeting participants & arrange tours
• Proactively prepare the executives for meetings
• Manage multiple phone lines with ease and complete accuracy, and assure that all external and internal calls are handled quickly and effectively, including taking messages, transferring to voicemail, or otherwise assisting callers
• Exercise discretion when patching calls, rolling calls, and interrupting meetings
• Handle administrative duties
• Process travel & entertainment expenses
• Create and send grammatically/punctually correct internal/external company communication
• Archive and organize emails by topic and keep apprised of ongoing deals
• Putting together presentations for Executive on a regular basis.
• Track vacation for salaried employees
• Order office supplies, make restaurant reservations, and approve expenses

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

Experience:

• Minimum 3 years of experience supporting an EVP, President or other high-level executive with discretion and confidentiality.
• Experience supporting more than one senior executive is preferred.
• Music or entertainment experience is highly preferred.

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