Insomniac - Executive Assistant

Executive Assistant

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.

• 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

• Proficient use of Microsoft Outlook (including group scheduling) and of Microsoft Office to include Word, Excel, and Power Point
• 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

• 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.

We aspire to build teams that reflect and support the fans and artists we serve. Every day we aim to promote environments where everyone can be themselves, contribute fully, and thrive within our company and at our events. As a growing business we will encourage you to develop your professional and personal aspirations, enjoy new experiences, and learn from the talented people you will be working with.

Insomniac strongly supports equal employment opportunity for all applicants regardless of age (40 and over), ancestry, color, religious creed (including religious dress and grooming practices), family and medical care leave or the denial of family and medical care leave, mental or physical disability (including HIV and AIDS), marital status, domestic partner status, medical condition (including cancer and genetic characteristics), genetic information, military and veteran status, political affiliation, national origin (including language use restrictions), citizenship, race, sex (including pregnancy, childbirth, breastfeeding and medical conditions related to pregnancy, childbirth or breastfeeding), gender, gender identity, and gender expression, sexual orientation, intersectionality, or any other basis protected by applicable federal, state or local law, rule, ordinance or regulation.

We will consider qualified…