Administrative Assistant, Commerce - New York, 10019

Administrative Assistant, Commerce - New York, 10019, United States of America

How We LEAD:
Universal Music Group is seeking a highly organized and motivated Administrative Assistant to join our Commerce team, supporting initiatives across both streaming and physical retail partners. This entry-level role is ideal for a driven individual eager to learn the business of music commerce and support a fast-paced team managing priority releases, partner relationships, and operational workflows. The ideal candidate brings strong organizational skills, excellent communication, and the ability to handle sensitive information with professionalism, discretion, and sound judgment.

How Youll CREATE:
As part of the Commerce team, you will play a key operational role supporting day-to-day administrative needs as well as cross-functional project coordination. Responsibilities include:

Administrative & Operational Support

• Provide day-to-day administrative support to the Commerce team, assisting with organization, logistics, and team coordination.
• Manage and maintain complex and fluctuating calendars, including scheduling internal meetings, cross-department touchbases, and partner calls across multiple time zones.
• Coordinate and book domestic and international travel; prepare detailed itineraries.
• Process and track travel & entertainment (T&E) and other departmental expenses.

Project & Partner Support

• Assist with tracking project timelines, major release schedules, promotional rollouts, and key deadlines.
• Maintain organized status reports, partner grids, and internal trackers.
• Support meeting preparation: gather materials, circulate agendas, take notes, and ensure follow-up on action items.
• Help coordinate partner-facing events, showcases, presentations, and internal team gatherings.

Data, Reporting & Presentation Support

• Build and maintain sales reports, weekly internal trackers, and performance summaries for both streaming and physical partners.
• Monitor release updates, chart movements, consumption data, and metadata accuracy.
• Design and assemble visual marketing decks, partner presentations, and internal briefing documents.

Cross-Functional Collaboration

• Assist with communications between internal teams (Marketing, Commercial Strategy, Production, Finance, Label Partners, etc.) and external streaming/retail partners.
• Organize incoming meeting requests, prioritize based on urgency, and help manage team workflows.

Bring Your VIBE:
Wed love to meet you if you have:

• 1+ year of relevant experience in an administrative or coordination role, preferably in entertainment, media, or a fast-paced corporate environment.
• Bachelors degree in Music, Business, Marketing, Communications, or related field (or equivalent experience).
• Experience booking travel and processing expense reports.
• Prior experience at a music label, distributor, agency, or PR firm is a plus but not required.
• Strong written and verbal communication skills with the ability to interact professionally at all levels.
• High attention to detail and exceptional organizational skills.
• Ability to manage multiple priorities, shift quickly between tasks, and work proactively.
• Proficiency in Microsoft Office and Google Workspace; familiarity with presentation design tools is highly valued.
• A passion for music, commerce, digital platforms, and understanding consumer behavior in both streaming and physical retail environments.