Administrative Assistant

AEG; Chicago (IL); On-site; USD 36,000 - 50,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

Paid Holidays

Vacation

Sick Time

401k with match

Flexible Spending Account

Health Savings Account

Wellness Program

Job summary

AEG is seeking an organized Administrative/Personal Assistant to support the CEO and the Executive Assistant. You will manage calendars, travel itineraries, prepare documents, and coordinate internal and external meetings with attendees, venues, and logistics.

You will handle confidential information with discretion, draft communications, and assist in purchasing supplies and arranging travel for the CEO and family. A Bachelor’s degree is preferred and bilingual Spanish is required.

Qualifications

• Bachelor’s degree preferred (Communication, Business, Marketing).
• 1–3 years of administrative or personal assistant experience.
• Bilingual Spanish both verbal and written required.
• Strong computer skills 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 & organizational skills; meet tight deadlines and manage multiple projects.
• Reliable transportation and a valid passport.
• Moderate understanding of supply management and schedule management.
• Good understanding of travel logistics.
• Moderate experience with event planning.

Responsibilities

• Acts as a point of contact and direct representative of the CEO.
• Demonstrates efficient time management while handling multiple projects.
• Drafts, edits, and proofs documents and reports.
• Performs regular audit of contact information.
• Organizes and coordinates meetings including taking minutes and logistics for internal/external events.
• Maintains filing systems for easy access to documents, contracts, and reports.
• Maintains discretion with confidential company information.
• Manages and updates the central touring calendar for show announcements.
• Keeps CMN vehicle records and ensures registration/insurance.
• Creates and audits CMN event memorabilia and Company apparel.
• Executes monthly expense reports including reimbursement.
• Acts as a contact for press inquiries and publications.
• Builds and maintains relationships with clients, vendors, and employees.

Skills

Bachelor’s degree preferred

Administrative experience 1-3 years

Bilingual Spanish

MS Office (Word, Excel, PowerPoint,Out

Strong communication

Time management

Education

Bachelor’s degree preferred

Tools

MS Office

Job description

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!

What We Are Looking For

Cardenas Marketing Network (“CMN”) is a growing organization seeking a highly organized and dependable professional to provide administrative support. The ideal candidate is detail-oriented, collaborative, and comfortable managing multiple responsibilities while maintaining professionalism, discretion, and clear communication. This position supports a range of administrative functions, including scheduling, writing and editing, coordinating information, organizing files, and communicating updates to relevant team members. The role also works closely with the Executive Assistant to support day-to-day organizational and administrative needs. The ideal candidate will bring strong administrative skills, sound judgment, initiative, and the ability to manage priorities effectively.

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.

Payscale

$26.44-$36.05

Bonus

This position is eligible for a bonus under the current bonus plan requirements.

Benefits

We offer a comprehensive benefits package that includes: medical, dental and vision insurance, paid holidays, vacation and sick time, company paid basic life insurance, voluntary life insurance, parental leave, 401k Plan (with a current employer match of 3%), flexible spending and health savings account options, and wellness offerings.

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.

AEG's policy is to hire the most qualified applicants, and we comply with all applicable federal, state and local employment laws in making hiring and employee decisions. We are an equal opportunity employer and do not discriminate against applicants or employees on the basis of race, color, marital status, disability, religion, age, sex, sexual orientation, national origin, genetic information, veteran status, or any other legally protected status recognized by applicable federal, state or local law.

Employer does not offer work visa sponsorship for this position.