Insomniac - Executive Assistant

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.

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.

• 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

• 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

• Must…