Job Description

Executive Assistant - Santa Monica, 90404, United States of America

How you'll LEAD

The Executive Assistant, Finance Centers of Excellence will provide high-caliber executive support to the VP, Finance Intelligence CoE and the VP, Planning & Forecasting CoE.

This role offers a rare opportunity to support two senior Finance executives who are building new global capabilities from the ground up. You will work at the center of a major Finance transformation spanning planning, forecasting, trusted data, Management Reporting, business intelligence, analytics and modern technology. It is an exceptional platform for an Executive Assistant who wants broad exposure, meaningful responsibility and the opportunity to help shape how UMG Finance operates.

This is not a passive administrative role. Core Executive Assistant responsibilities - complex calendars, travel, expenses, meeting logistics, communications, confidentiality and executive prioritization - are table stakes. The person who excels will anticipate needs, create structure from ambiguity, keep information moving and ensure decisions and commitments do not stall. You will be a trusted, action-oriented partner who protects executive capacity, connects the right stakeholders, prepares leaders to make decisions and brings discipline and momentum to two new global Finance organizations.

How you'll CREATE

• Executive partnership and prioritization: Own two complex executive calendars across functions, geographies and time zones; resolve conflicts proactively; protect focus and preparation time; and align schedules to the highest-value priorities.
• Meeting and decision enablement: Coordinate leadership meetings, workshops, interviews, vendor sessions and offsites end to end, including agendas, pre-reads, presentations, logistics, actions, decisions and follow-through.
• Executive communications: Draft, edit and coordinate correspondence, briefing notes, presentations, announcements and follow-up communications with accuracy, discretion and strong executive judgment.
• Travel, expenses and logistics: Manage complex domestic and international travel, itineraries, contingencies, expenses, purchase requests, invoices and related executive-office administration.
• Information flow and stakeholder liaison: Act as a central coordination point across Global FP&A, Controllership, FTO, CDO, CIO/CTO, Regional and OpCo Finance, consultants, recruiters, vendors and implementation partners.
• Transformation and program coordination: Maintain selected milestone plans, action and decision logs, dependency trackers, stakeholder lists and deliverable inventories under the direction of the VPs and designated program leads.
• Delivery follow-through: Track due dates, missing inputs, open decisions and material dependencies; follow up persistently and diplomatically; and escalate emerging issues with practical options.
• Vendor and external-partner coordination: Organize meetings, information exchange, onboarding, access requests, deliverables, approvals and invoices; ensure external parties understand objectives, outputs and decision timelines.
• Document and collaboration management: Support controlled document versioning, review cycles, approvals, distribution and shared-workspace organization so current information is easy to find and use.
• Team operations: Coordinate leadership cadences, recruiting and onboarding logistics, team events, recognition and learning activities; identify administrative friction and improve how the teams work.
• Confidentiality and judgment: Handle sensitive organizational, talent, commercial, vendor and transformation matters with exceptional discretion, emotional intelligence and professionalism.
• Continuous improvement: Look beyond the immediate request, anticipate the next step and simplify routines, meetings and information flows so both VPs and their teams operate more effectively.

Bring your VIBE

• Significant experience as an Executive Assistant supporting VP, SVP, C-suite or equivalent senior executives in a complex global organization.
• Demonstrated success supporting two or more senior leaders simultaneously and managing competing priorities with fairness and transparency.
• Exceptional calendar, meeting, travel and expense-management capability across multiple time zones.
• Strong project and program coordination skills, including practical experience tracking milestones, actions, decisions, risks, dependencies and stakeholder communications.
• A proactive, action-oriented style with a record of anticipating needs, solving problems early and closing loops without constant direction.
• Outstanding organization, attention to detail, written communication and executive presentation skills.
• Strong executive presence and the ability to work confidently with senior leaders, employees, consultants, vendors and external partners.
• High emotional intelligence, diplomacy, discretion and sound judgment with sensitive information.
• Advanced proficiency in Microsoft Outlook, Teams, PowerPoint, Word, Excel and SharePoint; comfort learning project, workflow and knowledge-management tools.
• Ability to operate calmly and constructively in a fast-moving environment where priorities can change quickly.
• Bachelor's degree or an equivalent combination of education and relevant experience.

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