Vibee - Executive Assistant

Vibee - Executive Assistant role at Insomniac Events

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. In this role you will assist the Senior Vice President of Business Operations with scheduling, organization, and a wide range of administrative tasks in an in‑person position based in Las Vegas.

Vibee builds unforgettable destination experiences for fans around the world. Founded by Live Nation and Insomniac, Vibee provides fans the opportunity to immerse themselves in the best music and entertainment events on land and sea.

• Calendar and Meetings Management: proactively manage a complex and dynamic calendar, including scheduling, coordinating, and ensuring the smooth execution of internal and external meetings and events.
• Communication and Coordination: serve as the primary point of contact for internal teams, clients, and external partners; manage information flow and coordinate logistics.
• Travel Arrangements: prepare comprehensive domestic and international travel plans, including flights, accommodation, and transportation; manage loyalty programs and handle frequent and last‑minute itinerary changes.
• Document and Presentation Preparation: draft and type correspondence, reports, and presentations; manage confidential and administrative files.
• Office Management: oversee daily office operations, order supplies, maintain vendor relationships, and handle payments for services such as travel, training, and subscriptions.
• Event and Project Support: attend and support company meetings, shows, and events on‑site; assist with organizing and prioritizing critical work projects.
• Administrative Support: provide robust administrative support, manage projects independently, and handle a variety of tasks with minimal supervision.
• Expense Management: prepare and submit expense reports accurately and promptly.
• General Support: receive, screen, and follow up on communications via phone, email, and mail, ensuring timely responses.
• Team
  
  Collaboration:
  
  work collaboratively with agents, venue partners, and internal teams to build and maintain a calendar of events.
• Multitask in a fast‑paced environment and remain organized, with attention to detail.
• Perform other related duties as required.

• 3–5 years of experience as an executive assistant.
• Proficient in Microsoft Outlook (including group scheduling) and Microsoft Office (Word, Excel, PowerPoint).
• Experience with Concur and project‑management tools such as Asana is an asset.
• Ability to navigate the internet as a communication and research tool.
• Professional level of verbal and written communication skills.
• 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 work independently and within a team to juggle multiple prioritized tasks.
• Bachelor’s degree or equivalent experience.
• Experience in the music industry preferred.

• Must tolerate loud noise levels and busy environments on site at events.
• May sit for extended periods of time and work in drastic temperature climates onsite at events.
• Must be willing to work during evening and weekend hours, as required, to meet deadlines.
• Must be willing to travel domestically and abroad.
• Must have a current passport and be able to travel worldwide without restriction.

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.

Vibee 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…