Insomniac - Executive Assistant

Job Summary:

WHO ARE YOU?

Do you enjoy live events? Do you excel in fast paced, creative environments? Then you’re in luck! We are looking for a highly motivated self-starter who embodies both a passion for music and a love of the live event experience. 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 an in person position.

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

• Drafts committee and leadership agendas; coordinates preparation of agenda materials; prepares agenda packets; posts agendas at meeting location and on website; emails links to agendas posted on website and mails hardcopies of the agenda packets; attends leadership meetings and electronically records meetings; finalizes resolutions; prepares actions and motions into minutes for approval at next meeting

• Types correspondence and reports; drafts correspondence from rough notes; research issues and activities; assists in the creation of presentations; maintains 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

• Attend and participate in company meetings, shows / events, as on-site support, and a representative of the company as required

• Provide general administrative support and perform diversified administrative duties; prioritize and manage projects with minimal supervision

• 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, training, professional memberships, subscriptions, and to vendors and service providers

• May provide administrative support and assistance with special projects for staff in other companies in President’s span of control

• Multitask in a fast-paced environment and remain organized, with attention to detail

• 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 of Microsoft Office to include Word, Excel, and PowerPoint

• Experience with Concur would be an asset

• Ability to navigate the internet as a communication and research tool

• 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

• Ability to