Executive Assistant

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. 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.

Capitol Music Group is looking for an Executive Assistant who has superior attention to detail, great organizational skills, the ability to meet tight deadlines and juggle multiple critical requests. A high level of integrity and discretion in handling confidential information and professionalism in dealing with senior professionals inside and outside the company is important. Must be very efficient and highly att to the smallest of details, as well as being able to multi-task and work on tight deadlines in a high-pressure environment is crucial.

A “can-do” attitude is essential.

• Arrange meetings and conference calls via telephone and email
• Cover phone lines and manage/update calendars
• Coordinate and prioritize incoming verbal and email requests
• Book travel, accommodations, & transportation
• Maintain a strong working knowledge of employees, and important external contacts
• Work closely with other administrative assistants and occasionally cover their phone lines
• Exercise discretion when patching calls, rolling calls, and interrupting meetings
• Regular meeting prep, coordination, and notes
• Greet meeting participants
• Order and set-up food service for meetings
• Promptly address any IT issues
• Interact with vendors and promptly process invoices
• Create and send grammatically/punctually correct internal/external company communication
• Monthly expenses, reconciliation, and processing such as travel & entertainment expenses
• Order office supplies, make restaurant reservations, and approve expenses
• Additional duties as assigned

• 5+ years of assistant experience supporting high level executives (entertainment preferred)
• Self-starter with the ability to prioritize, organize and establish administrative procedures
• Adaptive, flexible and work under pressure
• Proactive in calendar scheduling and providing solutions
• Ability to interact comfortably and effectively with external partners and clients, employees of the company at all levels including Executive Management
• Strong technical skills: typing and PC experience including Microsoft Office:
  Outlook, Excel, PowerPoint required
• Strong organizational skills and attention to detail
• Excellent oral and written communication skills
• Multi-task and have excellent follow-through
• Ability to handle confidential information
• Business related degree or equivalent experience