Insomniac - Executive Assistant

Executive AssistantInsomniac 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.Responsibilities:Proactively manage a busy and complex calendar; schedule and coordinate internal and external meetings and other events as directedAct 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 neededDraft leadership agendas; coordinate preparation of agenda materials; identify and prepare actions itemsType correspondence and reports; draft correspondence from rough notes; research issues and activities; assist in the creation of presentations; maintain confidential and administrative filesReceive, screen, and follow-up all communications via phone, email, and mailPrepare 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 changesAssist 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 mannerProactively take the necessary steps to keep projects moving forward and resolve issuesAttend and participate in company meetings, capture insights and independently follow up on action items and emerging prioritiesOwn and execute small-to-mid size projects from start to finish, ensuring timely delivery and clear communicationPreparation and submission of expense reportsInterface with agents, venue partners, and internal team to build and maintain a calendar of eventsPurchases supplies for meetings and authorizes payment for travel, professional memberships, subscriptions, and to vendors and service providersMultitask in a fast-paced environment and remain organized, with attention to detailAttend shows / events as on-site support, and a representative of the company as requiredPerform other related duties as requiredQualifications:Proficient use of Microsoft Outlook (including group scheduling) and of Microsoft Office to include Word, Excel, and PowerPointAbility to take initiative, problem solve and perform extensive researchProfessional level of verbal and written communication skillsPossess a strong work ethic with a high sense of responsibility in an ever-changing environmentMust be able to handle sensitive matters and exercise excellent judgmentStrong business curiosity and desire to learn, grow, and expand scope over timeAbility to prioritize and manage projects independently with minimal supervisionExperience in the music industry preferredWork 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, genetic information, military and veteran status, political affiliation, national origin, race, sex, gender, gender identity, gender expression, sexual orientation, intersectionality, or any other basis protected by applicable federal, state or local law, rule, ordinance or regulation.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