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Coordinator, Caroline

| Hollywood

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.

We are seeking high-level administrative support and department coordination to the President of Caroline Distribution and Harvest Records for Capitol Music Group in our Hollywood location.

Job Functions:

Professional Support & Representation of the President and department

  • Serve as first point of contact for the President and additional executives
  • Protect and enhance the President's image both internally and externally
  • Facilitate two-way communications throughout the organization
  • Maintain up-to-date awareness of the President's obligations in order to proactively assist and/or anticipate needs
  • Foresee and/or manage risk, conflicts, and problem areas
  • Respond to changes within and affecting the function; proactively alter priorities when necessary
  • Able to work in a high pressure, detail -oriented function that changes on a daily basis
  • Able to handle multiple responsibilities at a time, and use discretion when necessary

Management of the President's and department schedule

  • Answer all incoming calls; take and log messages as needed; ensure that messages are accurate and delivered in a timely fashion
  • Maintain appointment schedule; planning, updates, and notifications as necessary
  • Liaise between the internal team and outside parties to schedule meetings
  • Arrange extensive travel plans for the executive and obtain approvals in a timely fashion
  • Coordinate special projects as needed due to the President being a part of the CMG Sr. Management team
  • Manage President's internal and external schedule of events
  • As and when required and directed by the President, offer assistance to the team
  • Verbal, email and in person communication with UMG executives
  • Organize artist music & executive events as directed
  • Keep track of guest list and tickets for partner shows

Administration of the office routine

  • Manage incoming mail and complete correspondence
  • Process expense reports, ensuring that the correct coding is used; resolve payment issues
  • Create and maintain effective filing system, both electronic and in hard copy files
  • Maintain database of all contacts & contacts
  • Follow up on meeting requests

Job Requirements:

Skills/Abilities:

  • Strong computer skills required: MS Office Suite
  • Excellent organizational & communication skills both oral and written
  • Internet and digitally savvy
  • Multi-tasking and follow-up
  • Must be a self-starter with the ability to prioritize, organize and establish administrative procedures and work under pressure
  • Ability to handle confidential information and interact with high-level executives
  • Able to problem solve and come up with solutions quickly and calmly

Experience:

  • At least 3 years of assistant or department coordination experience supporting executives or multiple managers within a department

Education:

  • Degree qualified or equivalent experience

Universal Music Group is an Equal Opportunity Employer.

Disclaimer

This job description only provides an overview of job responsibilities that are subject to change.

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Technology we use

  • Engineering
  • Product
  • Sales & Marketing
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Location

UMG IT is primarily based in Woodland Hills, a neighborhood bordering the Santa Monica mountains in the San Fernando Valley region of Los Angeles

An Insider's view of Universal Music Group

What’s the vibe like in the office?

Everyone is hard working but it’s still a pretty relaxed and friendly environment. If you need any help people are always ready to make time. Between the conference room with all over music related decorations, big lunch room with table-football and arcade games and a very casual dress code, the overall vibe is really chill.

Laurent Burte

Enterprise Portfolio Management Project Manager

How do you collaborate with other teams in the company?

Our team serves departments across the company by providing feedback and best practices on software asset management. We get to work with a lot of different teams which is really interesting.

Ashia Coleman

Junior Windows Systems and Application Administrator

What makes someone successful on your team?

Our team relies on the ability to have quick and meaningful communications, sharing of ideas in a constructive way and working closely as a whole team. You also need to be interested in always learning. Technology never stands still and neither does this team.

Todd Hancsicsak

Director, Rights & Repertoire Technology

What does your typical day look like?

There is no typical day at UMG, which is a good thing! I get an opportunity to work with numerous individuals within IT and the business on a variety of global projects. Having the opportunity to work with so many talented people globally and continuously learn and contribute to our business is very exciting.

Gauri Gohokar

Project Manager

What are Universal Music Group Perks + Benefits

Health Insurance & Wellness Benefits
Flexible Spending Account (FSA)
Disability Insurance
Dental Benefits
Vision Benefits
Health Insurance Benefits
Life Insurance
Pet Insurance
Wellness Programs
Retirement & Stock Options Benefits
401(K)
401(K) Matching
Vacation & Time Off Benefits
Paid Holidays
Paid Sick Days
Perks & Discounts
Casual Dress
Game Room
Parking
Fitness Subsidies
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