Insomniac - Executive Assistant

Insomniac Events; Calabasas (CA); On-site; USD 34,440 - 52,348; Full time

Job summary

A renowned event production company is seeking an experienced Executive Assistant to support its executives in a dynamic environment. The role involves managing complex calendars, communication with internal and external partners, and making travel arrangements. Candidates should have 3-5 years of experience in a similar position, exceptional communication skills, and proficiency in Microsoft Office. This is a fully in-person role with the chance to participate in various live events.

Qualifications

• 3-5 years of experience as an executive assistant.
• Professional level of verbal and written communication skills.
• Ability to handle sensitive matters with excellent judgment.

Responsibilities

• Manage complex calendars and coordinate meetings.
• Draft agendas and prepare materials for leaders.
• Make travel arrangements and submit expense reports.

Skills

Proactive problem solving

Exceptional communication skills

Meticulous attention to detail

Education

Bachelor’s degree or equivalent experience

Tools

Microsoft Outlook

Microsoft Office

Job description

Overview

WHO ARE YOU?

Do you enjoy live events? Do you excel at driving results and building relationships? Then you’re in luck! We are looking for a highly motivated self-starter who embodies both a passion for dance culture and a love of sales, marketing and brand partnership execution.

WHO ARE WE?

Insomniac produces some of the most innovative, immersive music festivals and events in the world. Enhancements include state-of-the-art lighting, pyro and sound design, large-scale art installations, theatrical performers and next generation special effects. Our events captivate the senses and inspire a unique level of fan interaction. The Headliner experience quality is our top priority. Insomniac produces 10,000 concerts, club nights and festivals for seven million attendees annually across the globe, in 13 countries across five continents. Our premiere annual event, Electric Daisy Carnival Las Vegas, is the world’s largest dance music festival and attracts more than 525,000 fans over three days. The company was founded by Pasquale Rotella and has been based in Los Angeles since 1993.

The Role

Insomniac is seeking an experienced and high-level Executive Assistant. This role supports two executives with scheduling, organization and administrative tasks. The ideal candidate will be a proactive problem solver with exceptional communication skills and meticulous attention to detail. Given the dynamic nature of the executive team and the music industry, the Executive Assistant should be flexible and consistent while maintaining the confidentiality of high-level operations. This is a fully in-person position with travel to various locations.

Responsibilities

• Proactively manage a busy and complex calendar; schedule and coordinate internal and external meetings and events as directed
• Act as a point of contact for internal team, clients and external partners; responsible for information flow, coordination of logistics for meetings, and execution of organizational responsibilities as needed
• Draft leadership agendas; coordinate preparation of agenda materials; identify and prepare action items
• Type correspondence and reports; draft 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, prioritizing with the Executive to ensure timely objectives
• Proactively take 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 priorities
• Own and execute small-to-mid size projects from start to finish, ensuring timely delivery and clear communication
• Preparation and submission of expense reports
• Interface with agents, venue partners, and internal team to build and maintain a calendar of events
• Purchase supplies for meetings and authorize payment for travel, memberships, subscriptions, and to vendors
• Multitask in a fast-paced environment and remain organized with attention to detail
• Attend shows/events as on-site support and as a company representative as required
• Perform other related duties as required

Qualifications

• 3-5 years of experience as an executive assistant
• Proficient use of Microsoft Outlook (including group scheduling) and Microsoft Office (Word, Excel, PowerPoint)
• Ability to take initiative, problem solve and perform extensive research
• Professional level of verbal and written communication skills
• Strong work ethic with a high sense of responsibility in an ever-changing environment
• Ability 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
• Bachelor’s degree or equivalent experience
• Experience in the music industry preferred

Work Environment

• Must be willing to travel to work during holidays, evenings and weekend hours as required to meet deadlines
• Must be able to tolerate loud noise levels and drastic temperature climates while working on site at various event locations
• Must be able to work in open concept office space

Applicants for employment in the U.S. must possess work authorization, which does not require sponsorship by Insomniac for a visa.

Equal Employment Opportunity

We aspire to build teams that reflect and support the fans and artists we serve. Every day we aim to promote environments where everyone can be themselves, contribute fully, and thrive within our company and at our events. As a growing business we will encourage you to develop your professional and personal aspirations, enjoy new experiences, and learn from the talented people you will be working with. Insomniac strongly supports equal employment opportunity for all applicants regardless of age (40 and over), ancestry, color, religious creed (including religious dress and grooming practices), family and medical care leave or the denial of family and medical care leave, mental or physical disability (including HIV and AIDS), marital status, domestic partner status, medical condition (including cancer and genetic characteristics), genetic information, military and veteran status, political affiliation, national origin (including language use restrictions), citizenship, race, sex (including pregnancy, childbirth, breastfeeding and related medical conditions), gender, gender identity, and gender expression, sexual orientation, intersectionality, or any other basis protected by applicable law. We will consider qualified applicants with criminal histories in a manner consistent with local fair chance ordinances and laws. We also provide equal opportunities to qualified individuals with a disability and will make reasonable accommodations as required by law. Applicants who require accommodations should contact Human Resources to request the opportunity to participate in an interactive process. Insomniac will provide reasonable religious accommodations on a case-by-case basis.

Hiring Practices

The preceding job description reflects the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications. Insomniac’s recruitment policies aim to place the most qualified persons, using channels including internal promotions, referrals, outside advertising, employment agencies, internet recruiting, job fairs, college recruiting and search firms.

Hiring Hourly Range: $25.00-38.00 USD

Compensation information is a good faith estimate for California law and may vary by location, experience, and other factors. Salary history will not be used in compensation decisions as required by law. Live Nation Entertainment will never request payment or equipment purchases as part of the hiring process. Recruiters will only contact candidates from official brand domains.