Insomniac - Executive Assistant

Job Summary

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! Is this you? Read on…

Who Are We?

Insomniac produces some of the most innovative, immersive music festivals and events in the world. Enhanced by state-of-the-art lighting, pyrotechnics 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 quality of the Headliner experience is our top priority.

Insomniac produces 10,000 concerts, club nights and festivals for seven million attendees annually across the globe. Since its inception, Insomniac's events have taken place in 13 countries across five continents. The company's 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 it was formed in 1993.

The Role

Insomniac is seeking an experienced and high-level Executive Assistant. This individual will serve a critical role in the company by assisting two executives with scheduling, organization, and administrative tasks. The ideal candidate will be a proactive problem solver with exceptional communication skills and meticulous attention for details. 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 and travel to various locations.

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

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

Work Environment

• Must be willing to travel to work during holidays, evening 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.

Additional information

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