Executive / Personal Assistant To CEO

Job Description

Company Information

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

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

Jobcode: Reference SBJ-rep360-3-21-246-149-42 in your application.