🎶 Executive Assistant (Music & Live Events) Job ID: JOSDJ1 Industry: Music & Live Events 🎤🎟️ Location: LATAM Preferred (Open Worldwide) 🌎 Job Type: Full-Time Schedule: Monday–Friday, 9:00 AM–5:00 PM (Your Time Zone) ⏰ Occasional weekend support may be needed Salary: 💰 $8–$9 per hour Start Date: ASAP 🚀 🌟 Join the Fast-Paced World of Global Concerts & Live Events This is not your typical Executive Assistant role. You’ll be supporting a high-level Production Manager and Tour Coordinator responsible for major global concerts, tours, and music festivals. With over 300 days a year on the road and coordinating crews of 80+ people, the client needs a right-hand operator to keep everything running smoothly behind the scenes. If you thrive in fast-paced environments, love organization, and want to work in the global music and live events industry, this is your opportunity. 🎧✨ 🎯 About the Role This is a high-impact, high-trust role where you'll act as the organizational backbone of a global production business. You’ll help reclaim the client’s time, manage moving parts, and ensure operations stay seamless while events happen around the world. This is a casual, non-corporate environment where results matter more than formalities. We’re looking for someone who takes initiative, communicates directly, and gets things done. 💪 🚀 Key Responsibilities 📧 Inbox & Communication Management - Take ownership of email accounts - Filter priorities and draft responses - Ensure clients and vendors receive timely communication - Keep conversations organized and actionable 🔔 The "Professional Nudge." - Track pending items and follow-ups - Proactively remind the CEO about priorities - Ensure projects move forward without delays ✈️ Travel Coordination (Information Bridge) - Gather travel information for agents - Coordinate logistics details - Remove bottlenecks from the booking process 📊 Complex Spreadsheet Management - Maintain high-volume spreadsheets - Track tour logistics, crew movements, and budgets - Ensure accuracy and organization across data 🌍 Process & Team Coordination - Sync with global crews (80+ people) - Keep schedules updated - Ensure everyone is aligned and informed 🧩 Personal & Executive Support - Assist with personal administrative tasks - Support a CEO traveling 90% of the year - Help keep operations running smoothly ✅ Qualifications & Skills Required ✔️ Proven experience as Executive Assistant / Operations Assistant / Project Coordinator ✔️ Advanced Google Workspace skills (Gmail, Drive, Calendar) ✔️ Strong Spreadsheet Skills (Google Sheets / Excel) ✔️ Excellent English communication skills ✔️ Highly organized and detail-oriented ✔️ Ability to work independently and take initiative 🌟 Nice to Have - Spanish proficiency (Highly beneficial) - Experience in entertainment, travel, or events - Experience working with global teams 🧠 Ideal Candidate Traits ✨ Proactive and resourceful ✨ Detail-obsessed with strong accuracy ✨ Comfortable in fast-paced environments ✨ Thick-skinned and adaptable ✨ Strong follow-up and accountability mindset ✨ Calm under pressure 🎵 Why You’ll Love This Role - Work in the global music & live events industry - Support major tours and concerts worldwide 🌍 - Casual, non-corporate work environment - High-impact role with real ownership - Long-term growth opportunity 🔥 Ready to be the right-hand to a global tour production leader? Apply now and become part of the engine behind world-class live events.

Role Description The Executive Assistant supports senior leadership through a combination of executive administration, project coordination, and light technical quantity surveying tasks. This role is ideal for someone with a QS or estimating background who can manage calendars and communication while also reviewing drawings, preparing takeoff summaries, and supporting commercial documentation. The position requires strong judgment, confidentiality, and the ability to operate independently in a fast‑moving environment. Key Responsibilities - Executive Support - Manage executive calendars, schedule meetings across multiple time zones, and coordinate internal/external appointments. - Prepare executive briefs, meeting agendas, follow‑up notes, and action trackers. - Draft, proofread, and format emails, proposals, presentations, and reports. - Maintain organized digital filing systems, shared drives, and document control workflows. - Handle confidential information with discretion and professionalism. - Quantity Surveying & Technical Support - Review architectural, joinery, MEP, or construction drawings to extract quantities and verify scope alignment. - Prepare preliminary takeoffs, measurement summaries, and material quantity logs. - Assist in compiling cost estimates, RFQs, vendor comparisons, and procurement packages. - Support contract administration tasks such as change order logs, RFI tracking, and progress documentation. - Coordinate with project managers, estimators, and suppliers to gather technical information. - Project Coordination - Track deadlines, deliverables, and project milestones; escalate risks or delays proactively. - Maintain project dashboards, status reports, and weekly executive summaries. - Coordinate communication between internal teams, offshore resources, and U.S.-based clients. - Support onboarding of new clients, vendors, and team members with structured documentation. - Communication & Client Interaction - Serve as a professional point of contact for clients, partners, and vendors. - Draft polished, client-ready correspondence and ensure timely follow‑ups. - Prepare executive-level presentations and summaries for client meetings. Qualifications - Minimum 5 years of experience as an Executive Assistant, Project Coordinator, with Sales exposure or similar role. - Background in Quantity Surveying, Estimating, or Construction Management (minimum 2–3 years). - Strong ability to read and interpret construction drawings and specifications. - Excellent written and verbal communication skills. - High proficiency in MS Office including SharePoint, Drop Box, (Excel, Word, PowerPoint), Google Workspace, and PDF markup tools. - Strong organizational skills, attention to detail, and ability to manage competing priorities. - Comfortable working independently with minimal supervision. - Must be willing to work U.S. business hours (PST). Preferred Qualifications - Experience in high-end residential, joinery/millwork, Stone Tiling and/or interior fit‑out projects (Pre and Post Contract). - Familiarity with Take off estimating software (Plan Swift, Bluebeam). - Experience supporting C‑suite or senior leadership. - Prior remote work experience with distributed teams. - Certified in Go Higher Level, Seamless, Outplay. Key Attributes - Highly reliable, proactive, and solutions‑oriented. - Strong commercial awareness and understanding of project financials. - Able to switch seamlessly between administrative tasks and technical QS work. - Professional, polished communication style suitable for executive and client interaction. - Strong sense of ownership and accountability.

• Insurance Claims Follow-Up & AR Management. • Follow up on unpaid claims over 30 days by contacting insurance companies via phone or portals. • Investigate reasons for delayed or denied payments and take appropriate action. • Submit required documentation such as medical records and primary EOBs to support claims. • Prepare and submit appeals for denied or underpaid claims. • Ensure all claims are resolved and paid within a timely manner (goal: before 60 days). • Track claim status and maintain accurate documentation of all follow-ups. • Work closely with internal team members to resolve billing issues efficiently.

• Manage and maintain executive calendars, including scheduling, prioritization, and coordination across stakeholders • Anticipate executive needs and act ahead of requests, preparing materials and context in advance • Coordinate complex travel arrangements, including itineraries, bookings, and logistics for meetings and events • Act as a primary point of contact between executives and internal/external stakeholders • Coordinate across time zones and manage complex scheduling constraints with senior stakeholders • Manage high-priority and time-sensitive requests, exercising strong judgment and discretion • Plan and execute team offsites, meetings, and events • Support special projects and cross-functional initiatives as needed • Maintain organizational documents such as org charts and distribution lists • Uphold a high level of confidentiality and professionalism at all times.