Job Description

Job Description Summary

The ideal candidate will be responsible for providing administrative and personal assistant support to the CEO while also ensuring the efficient operation of the office, including appearance and readiness. This role also provides varying levels of support to members of Leadership as well as HR and the Board of Directors on an as-needed basis. From scheduling meetings to booking travel, processing expenses, communicating between departments, the ideal candidates will be responsible for completing multi-level tasks in a professional and timely manner. They will also exercise discretion and independent judgment in managing the CEO’s schedule, purchases, and maintaining employee and vendor relationships as well as other administrative tasks.

Responsibilities

· Provides administrative and personal assistant support to the CEO.

· Schedules meetings for CEO and other members of the leadership team on a

daily basis.

· Organizes the travel requests of the CEO and reserves airfare, hotel, car, etc.

· Organizes and controls the expenses and expense reports of the CEO as well as the SVP of Commercial Strategy & Execution.

· Performs reasonable personal or ancillary tasks and shopping for CEO.

· Communicates with the Board of Directors and coordinates the full life cycle arrangements for their

meetings from arrival to departure.

· Reconciles monthly JEC reports.

· Manages American Airlines Center suite & tickets.

· Provides administrative support to the HR department.

· Provides as need support to the Leadership team.

· Supports the Culture Committee in planning and execution of initiatives/events.

· Oversees general office operations and gives reports to Leadership.

· Negotiates with vendors to maximize AFM’s best interests.

· Works with Building Management to manage complaints and resolve grievances.

· Answers and responds to incoming telephone calls in a timely manner. Directs phone calls in a

friendly and professional manner to recipients.

· Welcomes visitors in a warm manner; determines the nature and purpose of visit and directs or

escorts them to the specific destination. Validates visitor parking tickets.

· Manages the reception area appearance which includes monitoring the office lobby.

· Functions as administrative support to the company and ensure needs are met and great service is

provided.

· Receives deliveries; picks up, sorts, and delivers incoming mail.

· Responsible for managing the office equipment and supplies. Will inventory office supplies and orders to restock as needed. 

· Manages the breakroom supplies, dishes, and cleaning as needed. 

· Maintains the readiness and the calendars of all the meeting rooms.

· Assists in event planning as needed by the direction of the CEO, Leadership and/or HR.

· Responsible for managing the security clearance forms and work order forms to the building.

· Company liaison with building management; will attend meetings and manage and track building concerns as needed.

· Brings concerns and solutions to the attention of the CEO or HR as needed.

Skills/Qualifications

· Strong organization skills, ability to manage multiple tasks simultaneously.

· Punctual with good attendance history.

· Analytical and problem-solving abilities with keen attention to detail.

· Proficient with Microsoft Office suite (Outlook, Excel, PowerPoint, Word)

· Ability to function at a high level with minimal supervision, stay organized and adjust to constantly

changing priorities.

· Strong work ethic willing to put in the time to get the work done.

Education/Experience Requirements

· Bachelor’s degree preferred .

· 3 to 5 years of proven experience working in a fast-paced environment in an administrative capacity,

  interfacing internally and externally.

·2+ years experience supporting an Executive.

· Fluent bilingual in Spanish required.

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