Executive Assistant

Job Description

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…

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 work independently and within a team to juggle multiple prioritized tasks
• Bachelor's degree or equivalent experience
• Experience in the music industry preferred

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

Applicants for employment in the US must possess work authorization, which does not require sponsorship by Insomniac for a visa.

Jobcode: Reference SBJ-gqjwpz-3-142-114-245-42 in your application.