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.