Insomniac - Executive Assistant

About 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 travel to various locations.

What you'll do

• 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
• 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 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
• 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
• 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, 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