Executive Assistant

About the Role

Insomniac Europe is hiring a dedicated Executive Assistant to support two senior executives with administrative and organizational duties. This role requires a proactive individual who thrives in a dynamic environment and has a strong passion for the music and dance culture scene. You will manage complex calendars, act as a liaison between executives and various stakeholders, and handle sensitive information with discretion.

Company Overview

Insomniac is renowned for producing some of the world's most innovative and immersive music festivals and events, featuring cutting-edge lighting, pyrotechnics, sound design, large-scale art, and performance elements. Annually, they produce over 10,000 concerts, club nights, and festivals reaching seven million attendees across 13 countries spanning five continents. Their flagship event, Electric Daisy Carnival Las Vegas, is the largest dance music festival globally, drawing more than 525,000 fans over three days.

Key Responsibilities

• Manage and organize a busy calendar, coordinating meetings and events internally and externally.
• Serve as a communication hub by liaising with internal teams, clients, and external partners to facilitate information flow and logistics.
• Prepare leadership meeting agendas and materials, and track action items effectively.
• Draft correspondence and reports, conduct research, create presentations, and maintain confidential administrative files.
• Handle and respond to phone, email, and mail communications promptly.
• Arrange extensive domestic and international travel planning, accommodating last-minute alterations when necessary.
• Assist in prioritizing and managing critical work projects with executives, ensuring timely progress.
• Drive project momentum by anticipating and resolving any issues.
• Attend company meetings, document insights, and follow up on action items independently.
• Oversee and complete small to mid-sized projects from initiation through delivery, maintaining clear communication throughout.
• Prepare and submit expense reports in a timely fashion.
• Coordinate with agents, venue partners, and internal teams to maintain an accurate calendar of events.
• Manage purchases for meetings and authorize payments to vendors and service providers.
• Maintain organization and multitask efficiently in a fast-paced setting, with acute attention to details.
• Represent the company onsite at shows and events as required.
• Perform other related duties as assigned.

Required Qualifications

• Strong proficiency with Microsoft Outlook (including group scheduling), Word, Excel, and PowerPoint.
• Demonstrated initiative and problem-solving skills, including extensive research capabilities.
• Excellent verbal and written communication skills at a professional level.
• Reliable work ethic with adaptability in a rapidly evolving work environment.
• Ability to manage sensitive information with discretion and sound judgment.
• Curiosity about business operations and eagerness to learn and expand responsibilities.
• Capability to independently prioritize and supervise projects with minimal oversight.
• Prior experience in the music industry is an advantage.

Working Conditions

• Willingness to work during holidays, evenings, and weekends as necessary to meet deadlines.
• Ability to tolerate loud noise and varying temperature conditions at event sites.
• Comfortable working in an open-concept office environment.

Additional Information

Applicants must be authorized to work in the U.S. without requiring visa sponsorship. The company values diversity and equal employment opportunities for all applicants regardless of protected characteristics, including age, race, gender identity, disability, veteran status, or any other legally protected category. Reasonable accommodations for disabilities and religious practices are available upon request through an interactive process.

Compensation is estimated between $25 to $38 per hour, reflecting the California Salary Transparency Law, and is based on education, experience, and work location.

Insomniac’s recruitment approach includes various sourcing methods to locate the best candidates efficiently without any fees requested from applicants during the hiring process.