Executive Assistant - Philadelphia, 19109

Executive Assistant - Philadelphia, 19109, United States of America

How we LEAD:

We are currently seeking an accomplished Executive Administrative professional with solid experience supporting senior executives. The Executive Assistant will provide comprehensive administrative and strategic support to a senior executive within UMG. 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, manage correspondence and scheduling on behalf of the executive, handle responsibilities delegated by the executive, and support the leadership team's roadmap and deliverables as required. The ideal candidate must be proactive and assertive, willing to take initiative, identify solutions, be ten steps ahead of what needs to be done, and take action with minimal oversight.

Must be located in or willing to relocate to Philadelphia, PA.

How you’ll CREATE:

• Manage Executive’s schedule, which includes, but is not limited to, planning and coordinating internal/external meetings, conferences, business and personal travel (domestic and international), etc.

• Regularly and directly support the Executive with their correspondence. This may include managing the Executive’s email.

• On behalf of the Executive, regularly and directly interact with clients, potential clients, artists, and other high-level/VIP persons, and establish and maintain relationships (internal and external).

• Manage Executive’s meetings and presentations, which includes, but is not limited to, meeting organization, document preparation, and occasional coverage and taking minutes/notes.

• Serve as gatekeeper for the Executive by screening, prioritizing, and escalating requests and inquiries.

• Maintain directory of executives and respective coordinators and assistants.

• Assist with conference room booking and any IT issues in a timely manner.

• Collaborate with assistants and coordinators on team event planning and offsites.

• Greet and assist visitors with booking working space.

• Regularly and directly support the Executive with carrying out their duties, including, but not limited to, preparing corporate documents and presentations, reviewing and analyzing information and documents relating to business operations, managing critical projects, coordinating business projects, interviews, etc.

• Support Executive with industry commitments, including attendance at industry events and coordinating timing and delivery of keynote presentations.

• Uphold a strict level of confidentiality.

• Regularly exercise discretion and independent judgment in performing the above.

Bring your VIBE:

• Minimum 5 years of executive assistance experience supporting a CEO, EVP, President or other high-level executive with discretion and confidentiality, ideally in a fast-paced, creative industry

• Must have experience in, and be comfortable with, regularly exercising discretion and independent judgment on matters of significance

• Develop and demonstrate professional knowledge of the business

• Must be a self-starter with the ability to prioritize, organize and establish administrative procedures and work under pressure

• Ability to anticipate needs, problem solve, identify solutions, consider options, and take action, with minimal direction or supervision

• Passion for music & culture is a must

• Proven ability to work effectively with C-Level executives and senior-level clients

• Ability to manage highly confidential information and to act calmly and professionally

• Extreme discretion with sensitive information

• Dynamic and assertive personality; professional demeanor

• Attentive to company culture and morale - proactive communicator in leveling up any concerns

• Adaptable to a variety of situations with numerous personalities

• Excellent follow-through and attention to detail

• Excellent customer service skills

• Excellent organization and time management skills

• Excellent written and verbal communication

• Ability to create efficiency using technology and music-based systems

• Advanced knowledge of travel logistics- itineraries, international and domestic

• Strong proficiency in and working knowledge of Outlook and other Microsoft Office Products

• Ability to work flexible hours in a dynamic environment

• Ability to travel as needed

• Ability to sit and stand for long periods of time

• Bachelor’s Degree preferred