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! Is this you? Read on… WHO ARE WE? 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 it was formed in 1993. 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 a fully in‑person position and requires 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 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 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 Own and execute small‑to‑mid size projects from start to finish, ensuring timely delivery 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, 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 onsite support, and as 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 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 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 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 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 consistent with other similar and / or applicable laws in other areas. We also afford equal employment opportunities to qualified individuals with a disability. For this reason, Insomniac will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual with a disability who is an applicant consistent with its legal obligations to do so, including reasonable accommodations related to pregnancy in accordance with applicable local, state and / or federal law. As part of its commitment to make reasonable accommodations, Insomniac also wishes to participate in a timely, good faith, interactive process with a disabled applicant to determine effective reasonable accommodations, if any, which can be made in response to a request for accommodations. Applicants are invited to identify reasonable accommodations that can be made to assist them to perform the essential functions of the position they seek. Any applicant who requires an accommodation in order to perform the essential functions of the job should contact a Human Resources Representative to request the opportunity to participate in a timely interactive process. Insomniac will also provide reasonable religious accommodations on a case‑by‑case basis. HIRING PRACTICES The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. Insomniac recruitment policies are designed to place the most highly qualified persons available in a timely and efficient manner. Insomniac may pursue all avenues available, including promotion from within, employee referrals, outside advertising, employment agencies, internet recruiting, job fairs, college recruiting and search firms. Hiring Hourly Range: $25.00-38.00 USD Please note that the compensation information provided is a good faith estimate for this position only and is provided pursuant to the California Salary Transparency in Job Advertisements Law. It is estimated based on what a successful California applicant might be paid. It assumes that the successful candidate will be in California or perform the position from California. Similar positions located outside of California will not necessarily receive the same compensation. Insomniac takes into consideration a candidate’s education, training, and experience, as well as the position’s work location, expected quality and quantity of work, required travel (if any), external market and internal value, including seniority and merit systems, and internal pay alignment when determining the salary level for potential new employees. In compliance with the California Law, a potential new employee’s salary history will not be used in compensation decisions. #J-18808-Ljbffr