Vibee - Executive Assistant

Job Description

Vibee - Executive Assistant (Contract)

WHO ARE YOU?
Do you enjoy live events? Do you excel in fast paced, creative environments? Then you're in luck! We are looking for a highly motivated self-starter who embodies both a passion for music and a love of the live event experience. Is this you? Read on…

Vibee builds unforgettable destination experiences for fans around the world. Founded by Live Nation, the world's leading live entertainment company, and Insomniac, Vibee provides fans the opportunity to immerse themselves in the best music and entertainment events on land and sea. From curated activations to bespoke festival packages, Vibee creates transformative moments in the most sought after destinations.
THE ROLE
Vibee is seeking an experienced and high level Executive Assistant on a contract (6 months). This individual will serve a critical role in the company by assisting the Senior Vice President, Business Operations, 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 an in person position, based in Las Vegas, and will report to the Senior Vice President, Business Operations.
RESPONSIBILITIES
• Calendar and Meetings Management: Proactively manage a complex and dynamic calendar, including scheduling, coordinating, and ensuring the smooth execution of internal and external meetings and events.
• Communication and Coordination: Serve as the primary point of contact for internal teams, clients, and external partners. Responsible for managing information flow, coordinating logistics, and executing organizational responsibilities effectively.
• Travel Arrangements: Prepare comprehensive domestic and international travel plans, including flights, accommodations, and transportation. Manage loyalty programs, upgrades, and handle frequent and last-minute itinerary changes.
• Document and Presentation Preparation: Draft and type correspondence and reports, assist in creating presentations, and manage both confidential and administrative files.
• Office Management: Oversee daily office operations, order supplies, manage vendor relationships, and handle payments for services such as travel, training, and subscriptions.
• Event and Project Support: Attend and support company meetings, shows, and events as on-site support, representing the company professionally. Assist with organizing and prioritizing critical work projects to ensure objectives are met on time.
• Administrative Support: Provide robust administrative support, manage projects independently, and handle a variety of administrative tasks with minimal supervision.
• Expense Management: Prepare and submit expense reports accurately and promptly.
• General Support: Receive, screen, and follow up on communications via phone, email, and mail, ensuring timely responses and action as required.
• Team Collaboration: Work collaboratively with agents, venue partners, and internal teams to build and maintain a calendar of events, ensuring seamless coordination.
• Multitask in a fast-paced environment and remain organized, with attention to detail; and,
• 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 of Microsoft Office to include Word, Excel, and PowerPoint
• Experience with Concur and project management tools such as Asana would be an asset
• Ability to navigate the internet as a communication and research tool
• Professional level of verbal and written communication skills
• Possess a 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
• Ability to work independently and within a team to juggle multiple prioritized tasks
• Bachelor's degree or equivalent experience
• Experience in the music industry preferred
WORK ENVIRONMENT
• Must be able to tolerate loud noise levels & busy environments on site at our events
• May sit for extended periods of time and work in drastic temperature climates onsite at our events
• Must be willing to work during evening and weekend hours, as required, to meet deadlines
• Must be willing to travel as required both domestically and abroad, if required
• Must have a current passport and be able to travel worldwide without restriction
Applicants for employment in the US 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.
Vibee 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.
If this position is not based in California, the compensation range will vary.

Jobcode: Reference SBJ-36vkbn-216-73-216-3-42 in your application.