Executive Assistant at Universal Music Group, Santa Monica California

Executive Assistant at Universal Music Group in Santa Monica California. Full-time. $49,520 to $75,000 a year. Apply with swipeandhired.

We are UMG, the Universal Music Group. We are the world’s leading music company. In 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.

How we LEAD:
We are seeking a highly experienced, proactive, and resourceful Executive Assistant to support the General Manager of Interscope and the EVP & Chief Revenue Officer of IGA, based in Santa Monica, CA. The ideal candidate will bring 6+ years of executive support experience, preferably within the music or entertainment industry, and a proven track record of supporting senior-level executives in a fast-paced, high-pressure environment.
This individual will serve as a trusted partner to executive leadership, operating with a high degree of independence, discretion, and sound judgment. The successful candidate will anticipate executive needs, proactively identify priorities, and manage competing demands with minimal guidance. They will be adept at navigating complex schedules, managing sensitive information, and ensuring executives are well-prepared and positioned for success. The ability to build strong relationships across all levels of the organization, exercise exceptional attention to detail, and remain composed as priorities evolve is essential. A solutions-oriented mindset, strong business acumen, and genuine passion for the music industry are key to success in this role.

How you’ll CREATE:

• Independently manage and proactively optimize complex executive calendars, meetings, and conference calls, balancing competing priorities and exercising sound judgment when resolving scheduling conflicts.
• Serve as a primary point of contact for internal and external stakeholders, effectively managing incoming requests, prioritizing communications, and determining when matters require executive attention.
• Anticipate executive needs and proactively prepare for upcoming meetings, including developing agendas, gathering relevant materials, tracking follow-ups, and ensuring all necessary information is readily available.
• Coordinate domestic and international travel, accommodations, ground transportation, and detailed itineraries, proactively managing changes and resolving issues as they arise.
• Exercise discretion and sound judgment when screening calls, managing interruptions, and determining the appropriate timing and escalation of urgent matters.
• Maintain a strong working knowledge of the artist roster, company structure, key employees, industry relationships, and important external contacts.
• Build strong partnerships with other executive assistants and cross-functional teams to coordinate schedules, facilitate communication, and ensure seamless executive support and coverage.
• Draft, edit, and distribute polished, grammatically accurate internal and external communications on behalf of executive leadership.
• Organize, prioritize, and maintain executive correspondence, email archives, and relevant deal communications, ensuring timely follow-up on outstanding items and ongoing business matters.
• Create, update, and maintain presentations, briefing documents, reports, and other materials to support executive meetings and business priorities.
• Coordinate executive meetings and visitor experiences, including greeting guests, arranging tours, organizing meeting spaces, and managing catering and other logistical requirements.
• Independently troubleshoot day-to-day administrative and operational challenges, including coordinating with IT and other internal partners to resolve issues efficiently.
• Manage travel and entertainment expense reporting, review and approve expenses as appropriate, and ensure timely and accurate processing in accordance with company policies.
• Track vacation and other administrative information for salaried employees, maintaining accurate records and coordinating updates as needed.
• Oversee office-related administrative needs, including supplies, restaurant reservations, and other executive and team logistics.
• Identify opportunities to streamline administrative processes, improve organization, and proactively address recurring needs to increase executive effectiveness.
• Handle sensitive information and confidential business matters with the highest level of professionalism, discretion, and integrity.
• Take ownership of additional administrative responsibilities and special projects as needed, managing deliverables independently and following through to completion.

Bring your VIBE:

• Demonstrated ability to operate independently with minimal direction, exercise sound judgment, and make informed decisions on behalf of senior executives.
• Exceptional ability to anticipate executive needs, proactively identify potential challenges, and address issues before they require escalation.
• Proven ability to manage competing priorities, navigate ambiguity, and adapt quickly in a demanding, deadline-driven environment.
• Outstanding organizational skills, attention to detail, and follow-through, with the ability to manage complex workflows without sacrificing accuracy.
• Strong interpersonal skills and the ability to build trusted relationships with employees at all levels, including senior leadership, as well as external business partners and industry contacts.
• Excellent written and verbal communication skills, including the ability to draft polished communications and represent executive leadership professionally.
• Strong discretion, confidentiality, and professionalism when handling sensitive information and high-level business matters.
• A proactive, solutions-oriented approach with the confidence to take initiative, troubleshoot independently, and recommend improvements to existing processes.
• Exceptional time management skills and the ability to stay composed, responsive, and effective as priorities shift.
• A high level of service orientation, professionalism, and accountability, paired with the ability to anticipate and meet the needs of multiple stakeholders.
• Strong proficiency in Microsoft Outlook and the Microsoft Office suite, including PowerPoint, Word, and Excel.

Experience:

• Minimum of 6+ years of progressive experience providing direct executive-level administrative support, ideally to an EVP, President, General Manager, or comparable senior leader.
• Demonstrated success managing complex calendars, travel, communications, and competing priorities with a high degree of autonomy and minimal supervision.
• Proven track record of anticipating executive needs, exercising sound judgment, and proactively managing day-to-day operations to maximize executive effectiveness.
• Significant experience handling confidential information and navigating sensitive business matters with discretion and professionalism.
• Experience supporting multiple senior executives simultaneously is strongly preferred.
• Music or entertainment industry experience is highly preferred.
• Experience working in a fast-paced, high-volume environment where priorities shift frequently is strongly preferred.

Perks Playlist:

Join an entrepreneurial, global organization where authenticity, boldness, creativity, connection, drive, and insight aren’t just values—they’re 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: English | Spanish

Job Category:
Administrative
Salary Range:
$49,520 - $75,000
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.