Executive Assistant

Informa Festivals marks an exciting new chapter in B2B events, bringing some of the world's most influential creative, technology and business festivals together. We’re combining prestigious brands like Cannes Lions, Black Hat, Money20/20, GDC and London Tech Week with cutting-edge marketing intelligence platforms and advisory services to deliver unmissable experiences and insights.

Our festival-led approach reimagines traditional B2B events, creating powerful, immersive experiences that drive innovation and industry advancement. Building on decades of expertise and powered by Informa's international reach, we're shaping the next generation of business festivals.

This role is based in our Santa Monica, CA office

The Executive Assistant will provide comprehensive, high-level support to President of GDC while also managing travel and expense coordination for the Gaming leadership team. This role requires exceptional organizational skills, discretion, and the ability to anticipate needs in a fast-paced, global event environment. The ideal candidate will serve as a trusted partner to the executive team, enabling them to operate efficiently and focus on strategic priorities.

Key Responsibilities

Executive Support

• Manage Vertical Leader’s calendar, including scheduling meetings, coordinating with internal and external stakeholders, and ensuring efficient time management
• Prepare meeting materials, take notes, and track action items for follow-up
• Draft correspondence, presentations, and reports on behalf of leadership
• Serve as the primary point of contact for Vertical Leader’s office, managing communications and prioritizing requests
• Maintain confidential files and information with the highest level of discretion

Travel Coordination

• Plan and coordinate complex international travel arrangements for leadership team
• Create detailed travel itineraries including flights, accommodations, ground transportation, and meeting schedules
• Manage travel logistics for executive attendance at events
• Anticipate and resolve potential travel issues before they arise
• Coordinate visa applications and necessary travel documentation

Expense Management

• Process expense reports for leadership team with their expense submissions
• Ensure compliance with company expense policies and approval procedures
• Track and reconcile corporate credit card statements
• Identify opportunities for cost savings in travel and entertainment expenses

Meeting & Event Support

• Coordinate executive participation in events worldwide
• Arrange executive team meetings, offsites, and strategic planning sessions
• Manage logistics for board meetings and executive presentations
• Support VIP client and partner meetings during major events

Administrative Leadership

• Serve as a point of escalation for administrative issues across the team
• Establish and maintain efficient administrative processes and systems
• Collaborate with other executive assistants
• Provide backup support to other administrative team members as needed

• 5+ years of experience as an Executive Assistant supporting C-level or senior executives
• Demonstrated experience coordinating complex international travel arrangements
• Exceptional organizational skills with meticulous attention to detail
• Strong written and verbal communication abilities
• Proficiency with Microsoft Office Suite, especially Outlook, PowerPoint, and Excel
• Experience with expense management systems and processes
• Ability to handle confidential information with discretion and professionalism
• Proactive problem-solving skills and ability to anticipate needs
• Flexibility to occasionally work outside standard business hours to accommodate global time zones

The Ideal Candidate

The ideal candidate will be a highly organized, proactive professional who thrives in a dynamic environment. They will demonstrate exceptional judgment, discretion, and the ability to build strong working relationships across all levels of the organization. They will be comfortable managing multiple competing priorities while maintaining composure under pressure. A service-oriented mindset, positive attitude, and commitment to excellence are essential qualities for success in this role.

The salary range for this role is $70k-$85k annually, plus 5% annual bonus

We believe that great things happen when people connect face-to-face. That's why we work in-person with each other, or with customers and partners, three days a week or more. When you’re not spending time together in one of our offices or other workplaces – like at an Informa event – you get the flexibility and support to work from home or remotely.

We work hard to make sure Life at Informa is rewarding, supportive and enjoyable for everyone. Here’s some of what you can expect when you join us. But don’t just take our word for it – see what our colleagues have to say at LifeAt.Informa.com

Our Benefits include:

• Great community: a welcoming culture with in-person and online social events, our fantastic Walk the World charity day and active colleague groups and networks promoting a positive, supportive, and collaborative work environment
• Broader impact: take up to four days per year to volunteer, with charity match funding available too
• Career opportunity: the opportunity to develop your career with bespoke training and learning, mentoring platforms and on-demand access to thousands of courses on LinkedIn Learning. When it’s time for the next step, we encourage and support internal job moves
• Time out: 15 days PTO rising to 20 after three years and 25 after six years, plus 10 national holidays, a birthday leave day and the chance to work from (almost!) anywhere for up to four weeks a year
• Competitive benefits, including a 401k match, health, vision and dental insurance, parental leave and an ESPP offering company shares at a minimum 15% discount
• Strong wellbeing support through EAP assistance, mental health first aiders, free access to a wellness app and more
• Recognition for great work, with global awards and kudos programs
• As an international company, the chance to collaborate with teams around the world

We’re not solely focused on a checklist of skills. We champion energy and ambition and look for colleagues who will roll their sleeves up, join in and help make things happen. If it sounds like a match and you have most – although not all – of the skills and experience listed, we welcome your application.

If you would like to request reasonable adjustments or accommodations to assist your participation in the hiring process and, or in the advertised position, please inform the appropriate Talent Acquisition Partner for the role once they have been in touch. Your request will be reviewed and considered in confidence. At Informa, you'll find inclusive experiences and environments where all perspectives and backgrounds are welcomed. As part of this approach and our diversity and inclusion commitments, we are also formally an Equal Opportunities Employer. This means we base decisions on relevant qualifications and merit and do not discriminate on the basis of key characteristics and statuses, including all of those protected by law. Ask us or see our website for full information.

See how Informa handles your personal data when you apply for a job here.

This post will expire on 12/5/2025