Executive/Personal Assistant to CEO

Company Information
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!

Job Description:

Cardenas Marketing Network (“CMN”) is a fast-paced and 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 sustain a high level of professionalism and friendly demeanor, thorough attention to detail, 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 the organizational gatekeeper for a busy entrepreneur and his family.

Primary Job Responsibilities: 

• Acts as main point of contact and direct representative of the CEO
• Oversees and maintains the day-to-day operations of the CEO office
• Maintains phone coverage for CEO and keeps contact information up to date
• Organizes and maintains contractual files for the CEO and the Touring Department
• Works with an extremely active calendar; planning, scheduling, adjusting meetings/appointments as needed
• Conducts research for assigned projects and reports findings to CEO in a timely manner
• Manages the American Airlines Business Extra Account and keeps detailed records of use
• Manages and regularly updates the central touring calendar regarding new show announcements 
• Ensures CMN warehouse workings are documented, archived, organized and all inventory is tracked  
• Oversees office supply purchasing for CEO and CMN offices
• Manages the collection, creation, and inventory of CMN event memorabilia
• Creates monthly expense reimbursement reports
• Distributes and tracks petty cash process
• Responds to press inquiries; acts as point of contact for publications
• Acts as liaison between the CEO and internal departments and demonstrates leadership to maintain credibility, trust and support with senior management team
• Works with the legal team and the pilot to ensure that the CEO’s aircraft has updated registrations, insurance, etc.

Facility Management Responsibilities

• Oversees general office operations, including ordering supplies, managing office equipment, etc.
• Negotiates all facility vendor contracts such as snow removal, towing and landscaping on a yearly basis and oversees vendor services and payments
• Manages building maintenance staff to ensure the facilities are correctly maintained
• Oversees and coordinates maintenance and facility repair when needed
• Works with maintenance team to ensure maintenance related appointments are scheduled (i.e., elevator inspections, safety equipment inspections, etc.)
• Identifies and executes facility improvements
• Works with maintenance staff to ensure all CMN vehicles receive regular maintenance
• Keeps records on all CMN vehicles and ensures registration and insurance is up to date

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
• Works directly with the CEO’s personal accountant to maintain personal bank and tax records
• Ensures that the CEO’s well-being appointments are scheduled, vaccinations are up to date, prescriptions are filled, as well as maintain records of each task
• Oversees travel arrangements for CEO and family, including booking flights, accommodations, ground transportation, managing travel itineraries, and ensuring all necessary travel documents are in order
• Supports the CEO and his family in planning annual family vacations/key annual leisure trips, maintaining updated documentation, passports, global entry, etc.
• Conducts research and presents information on several topics as requested by the CEO in a timely manner
• Maintains records of special home improvement projects for the CEO’s/family’s homes
• Oversees repair staff when maintenance is required in CEO's/family’s home
• Purchases personal or business-related supplies when requested
• Assists in the purchasing of supplies for the CEO’s home

Requirements

• Bachelor's degree in Communications, Business, Marketing OR 1-3 years of experience in an Executive Assistant or related position (required)
• Bilingual Spanish both verbal and written (required)
• Available to extend hours and work weekends when needed to meet CEO’s needs and deliverables
• Strong computer skills required and high proficiency in Microsoft (Word, Excel, PowerPoint, Outlook.)
• Elevated level of written and verbal communication skills
• Strong knowledge of general office procedures, concepts, and practices
• Excellent 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
• Proven experience with supply management and schedule management
• Good understanding of travel logistics
• Proven experience with event planning
• Strong analytical and problem-solving skills
• Ability to work independently and with minimal supervision
• Access to a vehicle and a valid driver’s license, and a valid passport

Travel

• None

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.

Pay Range: $65,000-$70,000