Administrative Assistant

AEG Worldwide • Chicago, IL

50d • $26 - $31 • Onsite

About The Position

For more than 20 years, AEG has played a pivotal role in transforming sports and live entertainment. Annually, we host more than 160 million guests, promote more than 10,000 shows and present more than 22,000 events around the world. We are committed to innovation, artistry, and community, and leverage the power of our 300+ venues, leading sports franchises, marquee music brands, integrated entertainment districts, premier ticketing platform and global sponsorship activations, to create memorable moments that give the world reason to cheer. Our business is interwoven with the human mind and heart, and we strive to build a diverse and inclusive company that reflects the artists, athletes, and fans that we host; reach beyond traditional boundaries to support the communities in which we operate; and minimize our impact on the environment by adopting sustainable practices throughout our business operations. If you want to be challenged to up your game and make a difference, then join us in giving the world reason to cheer!
What We Are Looking For: Cardenas Marketing Network ("CMN") is a high-growth working environment. The ideal candidate must be prepared to work in a fast-moving setting and possess the ability to be flexible in many different situations. The candidate should have an elevated level of professionalism and a friendly demeanor, thorough attention to details, flexibility in working hours, self-motivation, ability to work as a team, and a strong knowledge of all administrative activities. In essence, "hit the ground running" and adapt to changing circumstances. This position performs a wide range of complex administrative duties, including scheduling, writing, editing, coordinating information, organizing files, and communicating pertinent information to the proper individuals, as well as being a direct support for the executive assistant, who acts as the organizational gatekeeper for a busy entrepreneur and his family.

Requirements

• Bachelor’s degree preferred (Communication, Business, Marketing)
• At least 1-3 years of administrative or personal assistant experience
• Bilingual Spanish both verbal and written required
• Strong computer skills required and high proficiency in Microsoft (Word, Excel, PowerPoint, Outlook.)
• Elevated level of written and verbal communication skills
• Knowledge of general office procedures, concepts, and practices
• Strong time management and organizational skills; ability to meet tight deadlines and handle multiple projects simultaneously; ability to organize events and tasks within a limited timeframe
• Quick comprehension skills, with the ability to distill and communicate substantial amounts of information effectively
• Reliable transportation and a valid passport
• Moderate understanding of supply management and schedule management
• Good understanding of travel logistic
• Moderate experience with event planning

Responsibilities

• Acts as a point of contact and direct representative of the CEO
• Demonstrates efficient time management while maintaining several projects
• Drafts, edits, and proofreads documents and reports
• Performs regular audit of contact information
• Organizes and coordinates meetings including taking minutes, distributing relevant materials, communicating and implementing logistics for internal and external meetings such as venue, transportation, and technology setup
• Maintains physical and digital filing systems to ensure easy access to important documents, contracts, and reports
• Exercises discretion related to all confidential Company information
• Manages and regularly updates the central touring calendar regarding new show announcements
• Keeps records on all CMN vehicles and ensures registration and insurance is up to date
• Creates and audits all CMN event memorabilia and Company apparel
• Executes monthly expense reports, including reimbursement and reconciliation
• Acts as a point of contact for press inquiries and publications
• Builds and maintains positive relationships with clients, vendors, and employees
• Oversees general office operations, including ordering supplies, managing office equipment, etc.
• Supports the executive assistant in overseeing the building maintenance staff to ensure the facilities are correctly maintained
• Coordinates maintenance and facility repairs when needed
• Works with maintenance team to ensure maintenance related appointments are scheduled (i.e., elevator inspections, safety equipment inspections, etc.)
• Supports the executive assistant with identifying and executing facility improvements
• Works with maintenance staff to ensure all CMN vehicles receive regular maintenance
• Manages the CEO's calendar, schedules meetings, appointments, travel arrangements
• Implements utmost discretion with sensitive and confidential information in all matters related to the CEO's office
• Maintains incoming and outgoing communications on behalf of the CEO, including phone calls, emails, and written correspondence
• Assists the executive assistant with travel arrangements for CEO and family, including booking flights, accommodations, ground transportation, managing travel itineraries, and ensuring all necessary travel documents are in order
• Conducts research and presents information on several topics as requested by the CEO in a timely manner
• Assists in purchasing personal or business-related supplies when requested

Benefits

• We offer a comprehensive benefits package that includes: medical, dental and vision insurance, paid holidays, vacation and sick time, company paid basic life insurance, voluntary life insurance, parental leave, 401k Plan (with a current employer match of 3%), flexible spending and health savings account options, and wellness offerings.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level