Insomniac - Executive Assistant

Job Summary 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! Company Overview 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 1993. 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 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 and will require travel to various locations. 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 meetings, execution of organizational responsibilities as needed Draft leadership agendas; coordinate preparation of agenda materials; identify and prepare action 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 on 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 ensure 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 Prepare and submit 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, 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 Qualifications 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 Capacity to prioritize and manage projects independently with minimal supervision Bachelor’s degree or equivalent experience Experience in the music industry preferred Work Environment 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 Equal Employment Opportunity Insomniac strongly supports equal employment opportunity for all applicants regardless of age, ancestry, color, religious creed, family and medical care leave, mental or physical disability, marital status, domestic partner status, medical condition, military and veteran status, political affiliation, national origin, citizenship, race, sex, gender identity and gender expression, sexual orientation, intersectionality, or any other basis protected by applicable federal, state or local law. We will consider qualified applicants with criminal histories in a manner consistent with the requirements of the Los Angeles Fair Chance Ordinance, San Francisco Fair Chance Ordinance and the California Fair Chance Act and other similar laws. We afford equal employment opportunities to qualified individuals with a disability and will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual, as required by law, including reasonable accommodations related to pregnancy. Applicants requiring accommodations should contact a Human Resources Representative to request participation in a timely, good‑faith, interactive process. Insomniac provides reasonable religious accommodations on a case‑by‑case basis. #J-18808-Ljbffr