Vibee - Executive Assistant
Vibee - Executive Assistant
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Job Description
Job Summary:
WHO ARE YOU
Do you enjoy live events Do you excel in fast paced creative environments Then youre in luck! We are looking for a highly motivated selfstarter who embodies both a passion for music and a love of the live event experience. Is this you Read on
WHO ARE WE
Vibee builds unforgettable destination experiences for fans around the world. Founded by Live Nation the worlds 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. This individual will serve a critical role in the company by assisting the President and 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 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 lastminute 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 onsite 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 fastpaced environment and remain organized with attention to detail; and
- Perform other related duties as required.
QUALIFICATIONS
- 35 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 everchanging 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
- Bachelors 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 U.S. must possess work authorization which does not require sponsorship by Vibee for a visa.
EQUAL EMPLOYMENT OPPORTUNITY
Vibee strongly supports equal employment opportunity for all applicants regardless of race color religion sex gender identity pregnancy national origin ancestry citizenship age marital status physical disability mental disability medical condition sexual orientation genetic information or any other characteristic protected by state or federal law.
Hourly Pay Range: $24.00 $30.00 USD
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.
Vibee 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.
Employment Type
Full-Time
