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Festival Administrative Assistant
AEG
Los Angeles, CA, United States
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AEG Live, the live-entertainment division of Los Angeles-based AEG, is dedicated to all aspects of live contemporary music performance: touring, one-offs, sponsorship, festivals, and special events with seventeen+ regional offices and over thirty-seven-state-of the-art venues. AEG Live’s most recent tour roster includes The Rolling Stones, Enrique Iglesias & Pitbull, and Justin Bieber.
AEG Live is also the largest producer of music festivals in North America from the critically acclaimed Coachella Valley Music & Arts Festival to Stagecoach Country Music Festival and New Orleans Jazz & Heritage Festival.
AEG Live/Goldenvoice are seeking an administrative assistant to be part of the festivals team. This position is responsible for facilitating communication between departments and putting systems in place within the company in order to optimize functionality. The Festival Administrator will book venues for meetings and coordinate all necessary arrangements including sending out meeting requests, ordering catering and organizing meeting materials. This position will also interface with vendors, building and developing any and all relationships.
Essential Duties:
• Responsible for general administrative support activities including preparing documents and presentations, processing incoming and outgoing correspondence, scheduling appointments, sending meeting notices, and maintaining electronic and hard files.
• Administer help as needed across different departments. This includes, but is not limited to, assiting in booking meetings and travel accomodations, coordinating communication between departments and with vendors, setup of vendor files and the tracking of payment processing.
• Monitor ideas from conception to fruition. Determine where action is required along the way in order to ensure smooth development. Make adjustments as necessary.
• Secure venues for meeting locations. Coordinate with venue to ensure techinal and assest requirements are met. Plan meetings as required (including preparation of materials, meeting notifications, catering).
• Build and cultivate relationships with artists, hotels, vendors and sales teams. Develop and document contacts with third party vendors
• Other duties and special projects as assigned.
Required Qualifications (Job Knowledge, Skills, and Education):
1. A minimum education level of: High School Diploma or its equivalency (Bachelor of Arts/Sciences Degree Preferred)
2. Years of related work experience: 1-2 years of experience
3. Basic computer skills including Microsoft Word, Excel, PowerPoint and Outlook.
4. Ability to communicate effectively to all levels of the business organization
5. Ability to build and cultivate relationships
6. Strong written, verbal and listening communication skills
7. Must be able to work long hours including nights, weekends and some holidays
8. Must be able to tavel to festival sites and stay on site for long periods of time