Administrative Coordinator

About Universal Music Group

Universal Music Group (UMG) stands as the world’s foremost music company, committed to fostering artistry, driving innovation, and encouraging entrepreneurship. Operating across over 60 countries, UMG owns and manages diverse businesses related to recorded music, music publishing, merchandising, and audiovisual content. The organization is dedicated to discovering and nurturing recording artists and songwriters, producing, distributing, and promoting critically acclaimed and commercially successful music to entertain fans globally.

Role Overview

UMG seeks an adept, proactive, and highly organized Administrative Coordinator to primarily assist the Senior Vice President of Machine Learning and Artificial Intelligence, while also offering administrative support to several Vice Presidents. This position is critical for providing operational assistance to the Data Analytics leadership, coordinating departmental initiatives, cross-functional projects, and ensuring efficient executive support and collaboration within the team.

Key Responsibilities

• Act as the main administrative partner to the Senior Vice President, managing intricate calendars, prioritizing scheduling, and addressing daily administrative needs.
• Provide calendar scheduling and administrative assistance to Data Analytics leadership including multiple Vice Presidents as required.
• Arrange domestic and international travel plans encompassing flights, accommodations, ground transport, and detailed itineraries.
• Prepare, submit, and reconcile expense reports following company policies.
• Coordinate meetings both internal and external by managing schedules, booking conference rooms, organizing virtual meeting logistics, preparing agendas and presentations, and ensuring follow-up actions.
• Support planning and coordination of department-wide initiatives, cross-functional projects, and larger team programs with milestone tracking, timelines, deliverables, and communications.
• Assist in organizing recurring business processes, leadership meetings, off-site events, workshops, and other department activities.
• Help manage executive priorities by anticipating scheduling conflicts, identifying efficiency improvements, and ensuring leaders are adequately prepared for meetings and key initiatives.
• Collaborate with team members across Data Analytics and other units to facilitate communication, coordinate activities, and advance projects.
• Maintain accurate project documentation, meeting notes, action items, and status reports to promote transparency and accountability.
• Establish strong internal relationships across UMG to foster effective communication and smooth progression of work across stakeholders.
• Handle sensitive and confidential information with professionalism, discretion, and integrity at all times.
• Provide additional operational and project support as needed to help achieve strategic goals of the Data Analytics team.

Required Qualifications

• Over 5 years supporting senior executives within fast-paced environments.
• Regular punctual in-office presence to support collaborative culture and participate actively in meetings and mentoring relationships.
• Professional interactions with management, coworkers, and external parties such as artists, management, and vendors.
• Strong organizational skills with the ability to juggle and prioritize multiple tasks.
• Excellent written and verbal communication capabilities.
• Ability to anticipate needs, exercise sound judgment, and operate independently.
• High professionalism and discretion in managing confidential data.
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and virtual collaboration platforms like Microsoft Teams and Zoom.
• Experience managing travel arrangements and expense reports.
• Comfortable working in dynamic, rapidly changing settings.

Preferred Qualifications

• Experience supporting executives in media, entertainment, or technology industries.
• Familiarity with enterprise systems such as Workday, CTM, or ExpenSys.
• Experience leveraging AI tools to enhance organization, scheduling, research, note-taking, and administrative processes.

Desired Attributes

The ideal candidate is someone who thrives on enabling the success of others, anticipates needs prior to being asked, communicates effectively, and takes ownership from start to finish. They balance organization with flexibility, adapt easily to shifting priorities, and exercise professionalism and judgment when managing competing demands. Beyond simply managing calendars, they help optimize executives’ use of time.

Benefits and Perks

• Comprehensive medical, dental, and vision insurance, including full coverage for in-network outpatient mental health services.
• Fertility treatments covered for eligible medical plan members.
• Wellbeing reimbursements for fitness, spa, meals, travel, and more up to $720 annually.
• Student Loan Repayment Assistance and Tuition Reimbursement.
• 401(k) plan with immediate 100% vesting on the first 5% of contributions plus additional company contributions.
• Flexible Paid Time Off for exempt employees and 3 weeks PTO for non-exempt employees.
• Paid Winter Break (2 weeks), 10 company holidays including Juneteenth and a Wellbeing Day.
• Summer Fridays from Memorial Day to Labor Day.
• Generous paid parental leave available to all types of parents.

Additional Information

UMG is an Equal Opportunity Employer and participates in E-Verify for certain states including Alabama, Arizona, Georgia, Mississippi, North Carolina, South Carolina, Tennessee, and Utah. However, the company is not enrolled in E-Verify in California and New York and cannot support employment where E-Verify enrollment is mandatory, such as STEM-OPT candidates.

Salary Range: $65,500 to $80,000 annually, with final offers based on qualifications, relevant experience, skills, education, and location.

Note: This description provides an overview and job responsibilities may be subject to change.