LN Concerts, Executive Assistant/Booking Coordinator

Live Nation Entertainment•Miami, FL

22h•Onsite

About The Position

The Executive Assistant/Booking Coordinator supports the President/Lead Booker and other talent team members with executive and administrative assistance, as well as booking responsibilities such as preparing and distributing offer sheets, researching talent, and prospecting. The role is expected to be in the office Monday through Friday unless stated otherwise, with flexibility to work nights and weekends as needed for events and show support. The position provides high-level support to the President, including calendar and travel management, meeting coordination, expense reporting, and budget tracking. It also coordinates contracts and show documentation, tracks artist deposits, maintains organized show files, handles ticketing requests, and supports projects and team initiatives. Booking work includes preparing deal sheets and offer materials, managing venue holds and booking records, coordinating show timelines and confirmations, maintaining internal systems, producing reports, and supporting artist and market research. The role participates in booking meetings and may attend shows and events to support promoters and venue teams.

Requirements

Five or more years of experience in data analysis, administration, operations, booking support, or a related field.
Proficiency in Microsoft Outlook, including complex calendar management and group scheduling.
Strong Excel skills and comfort working with databases, reporting tools, and internal sales or administrative systems.
Experience working with accounting and finance teams, including expense reporting, budgeting, invoicing, deposits, or payment tracking.
Strong written, verbal, and interpersonal communication skills.
Excellent organizational skills, attention to detail, and ability to manage multiple time-sensitive priorities.
Ability to work independently while collaborating effectively across teams and with external partners.
Sound judgment, discretion, and ability to handle confidential or sensitive information.
Ability to quickly learn new systems, processes, and tools.
Strong internet research skills and comfort using online tools for communication and talent research.
A proactive, resourceful, service-oriented mindset with a strong work ethic and sense of ownership.
Passion for live music and the music industry.
Flexibility to work nights and weekends as needed for events and show support.

Nice To Haves

At least two years of administrative or executive assistant experience.
Experience with contracts, agreements, insurance certificates, or legal documentation.

Responsibilities

Provide high-level administrative support to the President, including calendar management, travel arrangements, meeting scheduling, expense reports, and budget tracking.
Maintain the President’s Outlook calendar with shows, events, meetings, travel, and key deadlines.
Coordinate in-person, virtual, and Zoom meetings, including agendas, materials, and follow-up communications.
Partner with the President and booking team on special projects and office initiatives, including newsletters, team outings, volunteer events, holiday celebrations, and internal communications.
Process and track artist contracts, venue agreements, certificates of insurance, and related documents, and return completed documents to agencies and venue partners.
Coordinate and track artist deposit payments with finance and accounting teams.
Maintain complete show files and required show documentation, including contracts, riders, W-9s, and insurance certificates.
Assist with industry and guest ticketing requests and serve as an on-site liaison as needed.
Complete expense reports and arrange travel for the President and team members as needed.
Handle confidential information with judgment, discretion, and professionalism.
Create, prepare, and maintain deal sheets, offer materials, and booking documentation.
Obtain venue holds, place and release holds in Rome, and update the booking grid.
Gather show details from artist representatives and serve as a communication liaison among artists, agents, venues, promoters, and internal teams.
Coordinate announce dates, on-sale dates, and related timelines.
Prepare and distribute Show Confirmations and Event Status Sheets to internal staff, venues, and external partners.
Maintain offer templates, venue records, artist information, and show data in Rome and other internal systems.
Create and distribute reports for internal and external stakeholders as needed.
Support the booking team with artist history, performance data, market research, and special projects.
Attend shows and events as needed to provide administrative and operational support to promoters and venue teams.
Track deadlines and follow up on outstanding contracts, holds, payments, and show-critical information.
Research emerging and developing artists, genres, market trends, and live-performance opportunities.
Compile and distribute artist research and recommendations to the Lead Booker and booking team.
Participate in booking meetings and team discussions, contributing artist ideas, process improvements, and best practices.
Stay informed about touring activity, venue markets, festivals, and competitive programming.

Benefits

Medical, vision, dental, and mental health benefits for employees and their families.
Access to a health care concierge and Flexible Spending Accounts or Health Savings Accounts.
Free concert tickets.
Paid time off, including paid holidays, sick time, and personal days.
401(k) program with company match.
Stock reimbursement program.
New parent programs, including caregiver leave.
Fertility, adoption, foster, or surrogacy support.
Career and skill development programs through School of Live.
Tuition reimbursement and student loan repayment.
Volunteer time off.
Crowdfunding match.