Executive Admin & Facilities Coordinator — Spanish

Socket.dev; Chicago (IL); On-site; USD 36,000 - 50,000; Full time

Job summary

AEG is seeking a highly organized Administrative Assistant to support the CEO and executives. The role includes calendar management, travel arrangements, document preparation, and coordinating internal and external meetings, with a strong emphasis on discretion and confidentiality.

The ideal candidate has 1–3 years of administrative experience, bilingual Spanish, and proficiency with Microsoft Office. The position requires travel logistics knowledge, event planning experience, and reliable

Qualifications

• 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 and high proficiency in Microsoft Word, Excel, PowerPoint, and Outlook
• Elevated written and verbal communication skills
• Knowledge of general office procedures, concepts, and practices
• Strong time management and organizational skills; able to meet deadlines and manage multiple projects
• Discretion handling confidential information and reliable transportation with a valid passport
• Moderate understanding of travel logistics and 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 proofreads documents and reports
• Performs regular audits of contact information
• Coordinates meetings including taking minutes, distributing materials, and arranging logistics
• Maintains filing systems and ensures access to contracts and reports
• Handles confidential company information with discretion
• Manages the central touring calendar and vehicle records
• Creates and audits event memorabilia and company apparel
• Executes monthly expense reports and reconciliations
• Acts as a point of contact for press inquiries and publications
• Builds relationships with clients, vendors, and employees
• Oversees general office operations and supplies
• Supports maintenance and facility repairs
• Coordinates maintenance schedules and improvements
• Assists in travel arrangements for CEO and family
• Conducts research and presents information as requested
• Assists with purchasing supplies as needed
• Maintains communications for the CEO’s office

Skills

Bilingual Spanish

Microsoft Office

Time management

Organizational skills

Communication skills

Travel logistics

Event planning

Office administration

Education

Bachelor’s degree preferred (Communication, Business, Marketing)

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Job description

AEG is seeking a highly organized Administrative Assistant to support the CEO and executives. The role includes calendar management, travel arrangements, document preparation, and coordinating internal and external meetings, with a strong emphasis on discretion and confidentiality.

The ideal candidate has 1–3 years of administrative experience, bilingual Spanish, and proficiency with Microsoft Office. The position requires travel logistics knowledge, event planning experience, and reliable