Insomniac - Executive Assistant

Insomniac Events•Calabasas, CA

1d•$25 - $38•Onsite

About The Position

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. 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.

Requirements

3-5 years of experience as an executive assistant
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
Bachelor’s degree or equivalent experience
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.
Applicants for employment in the U.S. must possess work authorization, which does not require sponsorship by Insomniac for a visa.

Nice To Haves

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
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