Executive Assistant - Booking

AEG WORLDWIDE; West Palm Beach (FL); On-site; USD 50,000 - 60,000; Full time

Benefits offered by this job

Medical, dental, vision

Paid holidays

401k match

Job summary

AEG WORLDWIDE is seeking an Executive Assistant - Booking to support executives with travel, research, and high-level administrative tasks. The role includes assisting the Talent Buyer with event booking, coordinating artist availability, submitting offers, and maintaining show files.

You will liaise with ticketing and marketing teams on sale announcements and ensure accuracy of online postings. The position will require handling confidential information, managing an extremely heavy calendar,

Qualifications

• BA/BS degree required.
• 4-6 years of related work experience.
• Executive-level support experience.
• Experience processing travel and expense reports in Concur or similar software.
• Strong attention to detail under pressure and tight timelines.
• Significant time management and prioritization skills.
• Advanced skills in Outlook and MS Office (Excel, Word, PowerPoint).
• Ability to handle confidential information with discretion and interact with all management levels.
• Ability to work a flexible schedule including nights, weekends, and some holidays.
• Passion for music preferred.

Responsibilities

• Execute projects assigned by the executive in a timely, accurate and confidential manner, including proposals and reporting for artist deals and venue development.
• Manage daily operational duties for the executive, ensuring documents are seen and signed promptly.
• Prepare, manage, and schedule travel arrangements for the executive and occasionally other team members.
• Prepare and submit the executive's expense reports and travel reconciliations.
• Maintain extremely heavy calendar management for internal and external meetings; assist with event bookings and artist availability.
• Submit offers to venues and agents; follow up to ensure documents are in order.
• Provide confidential administrative support including artist payments and contract revisions.
• Assist with on-site work at concerts and festivals as liaison, coordinating credentials and resolving issues.
• Coordinate with ticketing and marketing on sale announcements and ensure timely online postings.
• Maintain and update show files with new information.

Skills

Executive support

Time management

Attention to detail

MS Office

Discretion

Professional communication

Multi-tasking

Music interest

Education

BA/BS degree

Tools

Concur

Job description

For more than 20 years, AEG has played a pivotal role in transforming sports and live entertainment. Annually, we host more than 160 million guests, promote more than 10,000 shows and present more than 22,000 events around the world. We are committed to innovation, artistry, and community, and leverage the power of our 300+ venues, leading sports franchises, marquee music brands, integrated entertainment districts, premier ticketing platform and global sponsorship activations, to create memorable moments that give the world reason to cheer.

Our business is interwoven with the human mind and heart, and we strive to build a diverse and inclusive company that reflects the artists, athletes, and fans that we host; reach beyond traditional boundaries to support the communities in which we operate; and minimize our impact on the environment by adopting sustainable practices throughout our business operations.

If you want to be challenged to up your game and make a difference, then join us in giving the world reason to cheer!

Position Summary:

The Executive Assistant - Booking provides high-level support to executives by managing operational duties and travel arrangements, conducting research, preparing statistical reports, handling information requests, and performing administrative/clerical functions. These functions include preparing correspondence, receiving visitors, arranging conference calls, travel arrangements, scheduling meetings, and heavy calendaring. Additionally, the Executive Assistant will assist the Talent Buyer with event booking, including reaching out to venues, coordinating artist availability, submitting offers, and maintaining show files. This role also involves working with ticketing and marketing teams on sale announcements and ensuring the accuracy of online announcements. The individual will handle various projects of a confidential nature as assigned by the executive.

Essential Functions:

• Execute various projects assigned by the executive in a timely, accurate and confidential manner. May be responsible for assisting the executive with the preparation of proposals and reporting information related to artist deals, venue development and internal operation reports. Make decisions on behalf of executive.
• Manage daily operational duties related to the executive in a personal and professional capacity. Ensures that all documents are seen and signed in timely manner.
• Prepare, manage, and schedule travel arrangements for the executive and occasionally other team members.
• Prepare and submit the executive's expense reports including reconciling travel.
• Extremely heavy calendar management for both personal and professional management; coordinating and scheduling internal and external meetings, as well as assisting with the booking of events. Reach out to venues to place calendar holds and coordinate with the availability of an artist.
• Submit offers to venues and agents as assigned by the executive in a timely, accurate and confidential manner. Follow up to ensure that appropriate documents are in order.
• Perform diverse, advanced and confidential administrative support functions including submission of artist payment and revision of contracts for vendors and artists. May assist with composing, signing and releasing routine but somewhat complex correspondence in a timely manner.
• Work onsite at concert and festival events on an as needed basis as an industry liaison and coordinator. Coordinate credentials for executive's guest. Intercept issues and resolve before they reach executive.
• Work with ticketing and marketing on sale announcements. Confirm accuracy of online announcements and ensure they go out in a timely manner.
• Maintain show files. Update information if changes are made and if new information becomes available.
• May assist with other projects as assigned.

Required Qualifications:

• BA/BS Degree (4-year) In a related area
• 4-6 years Of related work experience
• Executive-level support experience
• Experience processing travel and expense reports in Concur or a similar software
• Strong attention to detail, ability to work effectively under pressure and time constraints
• Significant time management, organization, multi-tasking and prioritization skills
• Strong attention to detail, ability to work effectively under pressure and time constraints
• Advanced skills in Outlook and other MS Office programs (Excel, Word, PowerPoint)
• Ability to act with discretion and handle confidential information • Ability to interact with all levels of management
• Ability to act in a professional manner in person, phone, and through email communications
• Ability to work flexible schedule, including nights, weekends and some holidays
• Passion for music preferred
• Desire to attend music events outside of office requirements preferred

Payscale: $50,000 - $60,000

Bonus: This position is not eligible for a bonus under the current bonus plan requirements.

Benefits: Full-time: We offer a comprehensive benefits package that includes: medical, dental and vision insurance, paid holidays, vacation and sick time, company paid basic life insurance, voluntary life insurance, parental leave, 401k Plan (with a current employer match of 3%), flexible spending and health savings account options, and wellness offerings.

AEG reserves the right to change or modify the employee's job description whether orally or in writing, at any time during the employment relationship. AEG may require an employee to perform duties outside his/her normal description.

AEG's policy is to hire the most qualified applicants, and we comply with all applicable federal, state and local employment laws in making hiring and employee decisions. We are an equal opportunity employer and do not discriminate against applicants or employees on the basis of race, color, marital status, disability, religion, age, sex, sexual orientation, national origin, genetic information, veteran status, or any other legally protected status recognized by applicable federal, state or local law.

Employer does not offer work visa sponsorship for this position.