About Live Events x Pyrotecnico
At Live Events and Pyrotecnico, we create unforgettable live experiences. Our teams produce fireworks, special effects, drone light shows, lighting, audio, video, rigging, and full-scale event production for major concerts, festivals, sporting events, corporate gatherings, and community celebrations across the country.
We deliver end-to-end production solutions that bring creative visions to life. From high-energy touring shows to large-scale special events, we combine precision, innovation, and technical expertise to make every moment extraordinary.
If you're driven by the thrill of live production and want to work alongside the best in the business, you've come to the right place.
Position Summary / Objective
We are seeking a highly organized and proactive Executive Assistant to serve as a key administrative partner to our Executive Leadership Team. This is a fully on-site, full-time position based in New Castle, PA.
The ideal candidate is an administrative professional who is passionate about the live entertainment and events industry and exceptionally detail-oriented. This role is a fantastic opportunity for an ambitious Administrative Assistant looking to step up, or an established Executive Assistant who excels at operating with a high degree of autonomy, confidentiality, and precision. You will serve as a trusted extension of our senior executives, seamlessly managing schedules, tracking cross-functional communications, and coordinating daily administrative functions with confidence and composure.
Role Responsibilities
The following duties represent the primary responsibilities of the role. This list is not exhaustive. The individual in this position will perform additional tasks as assigned, adhere to all provisions of the Employee Manual, and participate in company initiatives and projects.
Executive Support
- Manage and coordinate complex, evolving calendars for members of the Executive Team, including scheduling internal/external meetings, resolving conflicts, and prioritizing requests aligned with organizational objectives.
- Manage executive correspondence by reviewing incoming messages to identify priority action items, and tracking outgoing communications to ensure responses are received and executive requests are successfully resolved.
- Proactively anticipate the administrative and logistical needs of the executive team, maintaining a forward-looking approach to clear roadblocks before they arise.
Travel & Logistics
- Maintain and manage a complex executive travel calendar, ensuring visibility and alignment across the leadership team.
- Proactively communicate upcoming travel plans, itineraries, and schedule changes across the executive team and relevant stakeholders.
- Complete, manage, and reconcile travel expense reporting in a timely and accurate manner.
Meeting & Event Coordination
- Organize and coordinate meetings, leadership team syncs, and executive off-sites, including preparation of agendas, logistics, and post-meeting documentation.
- Anticipate and resolve complex schedule conflicts and meeting disruptions with minimal direction.
- Record accurate meeting minutes, tracking and driving post-client and post-stakeholder action items and communications to ensure timely follow-through.
- Plan and execute events, dinners, and client engagements as needed.
Administrative Operations
- Manage confidential documents, contracts, and sensitive organizational information with strict discretion.
- Utilize and leverage AI tools and modern administrative technologies to optimize workflows, automate routine office tasks, and enhance productivity.
- Handle special projects and strategic administrative tasks as assigned by the leadership team.
Work Environment
This is a fully on-site position at our New Castle, PA headquarters.
Physical Demands
This role involves mostly office work, including sitting, standing, walking, and using hands for typing and handling documents. Occasional lifting of light items may be required.
Position Type / Expected Hours of Work
Regular business hours apply, with flexibility expected as executive schedules demand. Some evening and weekend availability may be required to support time-sensitive matters.
Travel
This position requires negligible travel.
Qualifications
Required
- 2+ years of administrative support experience as an Administrative Assistant, Executive Assistant, or comparable role supporting a team or department leadership.
- A genuine passion for the live events and entertainment industry.
- Experience managing complex calendars, including coordinating and communicating travel schedules across a team.
- Proven track record of completing and managing detailed expense reports.
- Experience handling sensitive and confidential information with complete discretion and professionalism.
- Superior organization and tracking skills; meticulous attention to detail and the ability to identify, organize, and follow up on client/stakeholder action items independently.
- Proficiency in Google Workspace and Microsoft Office; familiarity with expense management systems and incorporating AI utilities for general administrative efficiencies.
- Exceptional multitasking ability; comfortable managing multiple competing priorities without sacrificing quality.
- Professional, poised, and energetic demeanor with strong interpersonal skills.
Preferred
- Bachelor’s degree preferred; equivalent professional experience will be fully considered.
- Experience supporting C-suite executives or leadership in a fast-paced environment.
- Experience with document management systems, CRM platforms, or project management tools.
- Notary Public certification or willingness to obtain.
Key Competencies
- Discretion & Confidentiality: Maintains absolute confidentiality in all matters; exercises sound judgment on sensitive situations.
- Passion & Energy: Brings excitement for Pyrotecnico's mission and the live entertainment industry, serving as an enthusiastic representative of the team.
- Proactive Problem-Solving: Anticipates needs, identifies issues before they escalate, leverages modern tech/AI tools to find efficiencies, and brings solutions forward.
- Organization & Detail Orientation: Operates with an elite level of structure, meticulous attention to detail, and a focus on leaving no stone unturned.
- Dependability: Operates with a high degree of reliability and follow-through; leadership can count on this person unconditionally to track and manage ongoing communications.