Executive Assistant for Live Events & Travel Coordination

Live Nation Entertainment Inc; Los Angeles (CA); On-site; CAD 48,000 - 73,000; Full time

Job summary

Insomniac, a Live Nation Entertainment brand, is seeking an experienced Executive Assistant to support two executives with scheduling, organization, and administrative tasks. The role demands proactive problem solving, exceptional communication, and strict confidentiality in a fast-paced live events environment.

This fully in-person position requires travel to various locations and alignment with executive priorities, with a strong emphasis on calendar discipline, presentation support, and

Qualifications

• Proficient use of Microsoft Outlook (including group scheduling) and of Microsoft Office to include Word, Excel, and PowerPoint
• Ability to take initiative, problem solve and perform extensive research
• Professional level of verbal and written communication skills
• Possess a strong work ethic with a high sense of responsibility in an ever-changing environment
• Must be able to handle sensitive matters and exercise excellent judgment
• Strong business curiosity and desire to learn, grow, and expand scope over time
• Ability to prioritize and manage projects independently with minimal supervision
• Experience in the music industry preferred

Responsibilities

• Proactively manage a busy and complex calendar; schedule and coordinate internal and external meetings and other events as directed
• Act as a point of contact for internal team, clients, and external partners - responsible for information flow, coordination of logistics for meeting, execution of organizational responsibilities as needed
• Draft leadership agendas; coordinate preparation of agenda materials; identify and prepare actions items
• Type correspondence and reports; draft correspondence from rough notes; research issues and activities; assist in the creation of presentations; maintain confidential and administrative files
• Receive, screen, and follow-up all communications via phone, email, and mail
• Prepare extensive domestic and international travel arrangements including air, hotel and transportation reservations, mileage programs and upgrades with the ability to make frequent and last-minute changes
• Assist with the organization of critical work projects, including prioritization with the Executive to make sure that all objectives are addressed and handled in a timely manner
• Proactively take the necessary steps to keep projects moving forward and resolve issues
• Attend and participate in company meetings, capture insights and independently follow up on action items and emerging priorities
• Own and execute small-to-mid size projects from start to finish, ensuring timely delivery and clear communication
• Own and execute small-to-mid size projects from start to finish, ensuring timely delivery
• Preparation and submission of expense reports
• Interface with agents, venue partners, and internal team to build and maintain a calendar of events
• Purchases supplies for meetings and authorizes payment for travel, professional memberships, subscriptions, and to vendors and service providers
• Multitask in a fast-paced environment and remain organized, with attention to detail
• Attend shows / events as on-site support, and a representative of the company as required
• Perform other related duties as required

Skills

Outlook scheduling

Microsoft Office suite

Initiative & problem solving

Verbal and written communication

Work ethic & responsibility

Handling sensitive information

Curiosity & learning

Project prioritization

Music industry experience

Job description

Insomniac, a Live Nation Entertainment brand, is seeking an experienced Executive Assistant to support two executives with scheduling, organization, and administrative tasks. The role demands proactive problem solving, exceptional communication, and strict confidentiality in a fast-paced live events environment.

This fully in-person position requires travel to various locations and alignment with executive priorities, with a strong emphasis on calendar discipline, presentation support, and