Administrative Assistant

AEG Worldwide•Chicago, IL

11h•$26 - $31•Onsite

About The Position

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