Administrative Assistant

Job Description

Company Information

What We Are Looking For:
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 have an elevated level of professionalism and a friendly demeanor, thorough attention to details, 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 a direct support for the executive assistant, who acts as the organizational gatekeeper for a busy entrepreneur and his family.
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
Benefits
• Medical
• Dental
• Vision
• Life Insurance
• STD/LTD
• PTO
• Paid Holidays
• 401k Retirement Plan
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.
Pay Scale: $26.44-$31.25
Bonus: This position is eligible for a bonus under the current bonus plan requirements.
Benefits: Full-time: 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.

Jobcode: Reference SBJ-r05q06-216-73-216-118-42 in your application.