Administrative and Personal Assistant

This is a Full Time Job

What We Are Looking For:

What You Will Be Doing:

Administrative 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

Facility Management Responsibilities
• 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

Personal Assistant Responsibilities
• 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

What You Bring to the Table:
• 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

WORK ENVIRONMENT

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

PHYSICAL DEMANDS

This is a sedentary role; however, some walking, filing, and organization is occasionally required with the ability to lift items around 25 lbs.

AEG reserves the right to change or modify the employee's job description whether orally or in writing, at any time during the employment relationship. AEG may require an employee to perform duties outside their normal description.

Employer does not offer work visa sponsorship for this position.