Administrative Assistant

AEG Worldwide • Chicago, IL

20d • Onsite

About The Position

Cardenas Marketing Network (“CMN”) is a growing organization seeking a highly organized and dependable professional to provide administrative support. The ideal candidate is detail-oriented, collaborative, and comfortable managing multiple responsibilities while maintaining professionalism, discretion, and clear communication. This position supports a range of administrative functions, including scheduling, writing and editing, coordinating information, organizing files, and communicating updates to relevant team members. The role also works closely with the Executive Assistant to support day-to-day organizational and administrative needs. The ideal candidate will bring strong administrative skills, sound judgment, initiative, and the ability to manage priorities effectively.

Requirements

• 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

Nice To Haves

• Bachelor’s degree preferred (Communication, Business, Marketing)

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

• 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
• wellness offerings

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree