Executive Assistant to CEO

Job Description

Position: Executive/Personal Assistant to CEO

Location: Chicago, IL

Hours Worked: 40

Salary: Market Competitive Based on Experience

FLSA: Exempt

Travel: None

Job Type: Senior-level

Reports To: Chief Executive Officer

About Us:

Cardenas Marketing Network (CMN) is at the heart of the multicultural Hispanic market. For over 30 years, we've been helping brands reach the fastest-growing consumer segment in the U.S. through passion points of music, sports, and culture. Our unique and unmatched experience allows us to engage deeper across every touch point. Our expertise includes shopper marketing, insight & strategy, experiential, branded content, digital, media buying, and sponsorship activation. We believe… Experience Is Everything.

What We Are Looking For:

Cardenas Marketing Network ("CMN") is a fast-paced, high-growth working environment. Therefore, the ideal candidate must be prepared to work in a fast-moving setting and possess the ability to be flexible in many different situations. In addition, 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 strong knowledge of all administrative activities. Essentially, "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.

What You Will Be Doing:

• Manage the day-to-day operations of the CEO's office.
• Phone coverage for CEO, maintain up-to-date contact information.
• Organize and maintain contractual files for the CEO and the Touring Department.
• Manage an extremely active calendar, planning, and scheduling meetings and appointments.
• Handling of projects and conducting research; follow-up on results crucial.
• Prepare and edit correspondence, reports, and presentations.
• Make extensive travel arrangements for the CEO, prepare itineraries and facilitate logistics.
• Plan annual family vacations and critical annual leisure trips.
• Manage the American Airlines Business Extra Account and keep detailed records of use.
• Support the CEO and his family in maintaining updated documentation, passports, global entry, etc.
• Maintain the central touring calendar updated daily with new shows as they are being announced.
• Manage the CMN warehouse working to ensure documents are archived, tracking inventory, and working to keep it organized.
• Oversee building maintenance staff to ensure the facility is cleaned, maintained, and repaired when necessary. As well as identifying and executing facility improvements.
• Ensure that scheduled maintenance for the facility is executed—for example, elevator inspections, safety equipment inspections, etc.
• Every year, negotiate all facility vendors' contracts, such as snow removal, towing, and landscaping, and oversee vendor services and payments.
• Keep records for all CMN vehicles, ensure that all registrations and insurance are kept up to date, and work with maintenance staff to perform regular vehicle maintenance.
• Oversee office supply purchasing.
• Maintain the inventory of CMN memorabilia.
• Manage the collection and creation of CMN event memorabilia.
• Execute monthly expense reimbursement reports.
• Assist in the purchasing of supplies for the Executive's homes.
• Oversee repair staff when maintenance is required in the executive and family homes.
• Maintained records for special home improvement projects for the executive and family homes.
• Maintain the petty cash account.
• Respond to press inquiries and be the point of contact for publications.
• Work hand in hand with the Executive's accountant to maintain personal bank and tax records.
• Provide a bridge for smooth communication between the CEO and internal departments.
• Demonstrating leadership to maintain credibility, trust, and support with senior management staff – a collaborative and professional team spirit.
• Follow CMN policies, including conducting themselves professionally and diligently, along with the dress code.
• Ensure that the Executive's well-being appointments and vaccinations are made and up to date and that prescriptions are filled, as well as maintain records of these.
• Work with the legal team and pilot to ensure that the Executive's aircraft has updated registrations, insurance, etc.

What You Will Bring to the Table:

•  Bachelor's degree preferred (Communication, Business, Marketing).
•  At least 5-7 years of experience.
•  Bilingual Spanish.
•  Strong computer skills required and high proficiency in Microsoft (Word, Excel, PowerPoint, Outlook.)
•  High level of written and verbal communication skills.
•  Travel logistics.
•  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 time frame.
•  Ability to assimilate, distill and communicate large amounts of information to and from internal and external sources.
•  Proactive and self-directed.
•  Access to a vehicle, a valid driver's license, and a valid passport.
•  Supply management.
•  Schedule management

Cardenas Marketing Network (CMN) provides equal employment opportunities to all employees and applicants. It prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. 

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.