Administrative Assistant

We are UMG the Universal Music Group. We are the worlds leading music everything we do we are committed to artistry innovation and entrepreneurship. We own and operate a broad array of businesses engaged in recorded music music publishing merchandising and audiovisual content in more than 60 countries. We identify and develop recording artists and songwriters and we produce distribute and promote the most critically acclaimed and commercially successful music to delight and entertain fans around the world.

Famehouse a division of UMG is the preeminent leader in merchandise & D2C solutions in music defining & delivering the industrys best-in-class service to connect artists with their fans. Established & headquartered in Philly Famehouse powers merch and D2C for UMGs labels artists and Bravado. Our success & culture is fueled by collaborationboth within Famehouse and with our partners. We are passionate about the impact of D2C & merchandise for artists providing a full-service solution to grow an artists owned business including strategy creative merchandising fulfillment customer service technology and more.

How We LEAD:

The Administrative Assistant is a high-trust high-impact role responsible for supporting two executives who lead Famehouses Operations divisionenabling them to operate at maximum effectiveness. You will manage complex scheduling coordinate travel and expenses and provide day-to-day administrative and meeting support across the Famehouse operations team. Success in this role requires exceptional organization proactive problem-solving strong communication sound judgment and the ability to handle sensitive information with discretion.

How Youll CREATE:

Executive & Administrative Support

• Provide comprehensive administrative support the operations executive team including calendar management meeting coordination travel expenses and daily operational needs.
• Serve as a key partner by anticipating needs flagging risks and ensuring time-sensitive matters are addressed promptly.
• Build and maintain a working knowledge of key internal and external stakeholders to help prioritize meetings and communications based on business and relationship needs.

Calendar & Time Management

• Own the operations executive teams calendars proactively scheduling internal and external meetings and optimizing the teams time against business priorities.
• Resolve scheduling conflicts and double-bookings with diplomacy speed and strong judgment aligning with direction and stakeholder expectations.
• Prepare the executive team for meetings by confirming attendees logistics objectives and key context; ensure materials are requested assembled and distributed in advance.

Team & Cross-Functional Support

• Provide scheduling and administrative support for select members of Famehouses operational team as needed
• Coordinate team events and activities for the division (e.g. offsites celebrations key internal moments).
• Gather and consolidate team feedback for company and division initiatives; communicate summaries to operational and executive leadership.
• Create meeting agendas attend meetings to capture notes and circulate minutes and action items with clear owners and deadlines.

Travel Expenses and General Administration

• Coordinate travel (flights hotels ground transportation itineraries) and handle changes quickly and calmly.
• Prepare submit and track expense reports ensuring timely and accurate reconciliation.
• Support administrative workflows on behalf of the exec team (e.g. reviewing/approving routine requests coordinating meals/restaurant bookings).
• Manage day-to-day hospitality needs (lunch/coffee orders as required) and support in-office moments tied to client or team engagements.
• Travel with the operational team as needed (occasionally) supporting onsite logistics and schedule execution.
• Collaborate with other administrative team members at Famehouse to provide general support and backup coverage as needed

Professionalism & Confidentiality

• Represent the operational team and Famehouse with kindness integrity authenticity and respect in all interactions.
• Maintain the highest level of discretion and confidentiality regarding executive communications artist/partner information and sensitive business matters.

Bring your VIBE:

• 1-3 years of experience supporting senior executives in an Executive Assistant Administrative Assistant Coordinator or similar capacityideally in a fast-paced environment with complex calendars.
  
• Demonstrated ability to manage high-volume scheduling shifting priorities and multiple stakeholders with professionalism and discretion.
  
• Strong written and verbal communication skills; ability to draft clear emails agendas and notes.
  
• Exceptional organizational skills and attention to detail including follow-through on action items.
  
• High emotional intelligence sound judgment and a service-oriented mindset; comfortable interacting with senior leaders and external partners including artist teams.
  
• Proven ability to handle confidential information with integrity and care.
  
• Proficiency with common business tools (Google Workspace and Microsoft Office; Keynote; Zoom/Teams; ; calendar systems; expense tools).
  
• A passion for music and supporting artists is a must!

Perks Playlist:

Join an entrepreneurial global organization where authenticity boldness creativity connection drive and insight arent just valuestheyre how we work every day. Here are some of the ways we support you along the way (and just a few of the benefits we offer):

• Comprehensive medical dental and vision coverage

• Including 100% coverage for out-patient in-network mental health services

• Fertility coverage for eligible medical plan participants

• Wellbeing reimbursements for fitness classes spa treatments meal services travel and so much more (up to $720/year)

• Student Loan Repayment Assistance and Tuition Reimbursement

• 401(k) with 100% immediate vesting on the first 5% of your contributions plus an additional UMG contribution

A variety of ways to prioritize much-needed time away from work including:

• Flexible Paid Time Off (PTO) for exempt employees

• 3-weeks PTO for non-exempt employees

• 2-weeks paid Winter Break

• 10 Company Holidays (including Juneteenth and Wellbeing Day)

• Summer Fridays (between Memorial Day and Labor Day)

• Generous paid parental leave for every type of parent

Check out our full overview of benefits on the Perks Playlist page of the career site.

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

Universal Music Group is an Equal Opportunity Employer

We are an E-Verify employer in Alabama Arizona Georgia Mississippi North Carolina South Carolina Tennessee and Utah.

Please note UMG is not enrolled in E-Verify in California and New York and cannot support employment of candidates whose employer must enroll in E-Verify for example candidates on STEM-OPT.

For more information please click on the following links.

E-Verify Participation Poster:English / Spanish

E-Verify Right to Work Poster:EnglishSpanish

Job Category:

Salary Range:

The actual base salary offered depends on a variety of factors which may include as applicable the qualifications of the individual applicant for the position years of relevant experience specific and unique skills level of education attained certifications or other professional licenses held and the location in which the applicant lives and/or from which they will be performing the job. All candidates are encouraged to apply.