What are the responsibilities and job description for the Executive Administrative Assistant to CEO position at Balfour & Company?
Job Description
Job Description
Salary :
Location : Aventura, FL (In-Office required : Monday Friday 9 : 00am 7 : 00 pm additional hours may be required)
ABOUT BALFOUR & CO.
Balfour & Co. is one of the worlds leading collegiate and high school commencement services companies, offering innovative, personalized products like class jewelry, yearbooks, regalia, school uniforms and photography. With brands such as Balfour, Gradimages, Artcarved, and more, weve been helping students celebrate lifes most meaningful moments since 1913. Balfour has around 4,000 employees and operates in 3 countries.
POSITION SUMMARY :
Support CEO with a variety of administrative duties. Assignments are complex and confidential in nature, where considerable judgment, tact, creativity, and initiative are required.
ESSENTIAL POSITION FUNCTIONS :
Arrange appointments for the CEO and maintain the executive calendar as required.
Greet visitors, answer, and direct telephone calls, take messages and respond to questions regarding activities associated with the
executives.
Coordinate travel arrangements including itineraries, agendas, expense reports, etc.
Receive, sort, and prioritize the mail and email, taking notice of required actions and the dates.
Coordinate and submit expenses, invoices, etc. for the CEO.
Manage the Corporate HQ location in Aventura, FL.
Anticipate, revise, and send correspondence as needed.
Prepare special or one-time reports, summaries, or presentations, selecting relevant information from a variety of sources such as
reports, documents, correspondence, web sites, or other departments.
Maintain and update files, records and publications, confidential files, and materials.
Compile, analyze, and prepare data for administrative reports, complex spreadsheets, and presentations on an as-needed basis.
Serve as liaison with direct reports as well as others throughout the company on all projects and requests to ensure needed
information is available to executives.
Numerous administrative projects.
Coordinate on and off-site meetings and other events.
Stay abreast of the business by utilizing the appropriate resources to ensure accurate and timely information and follow-up on
all issues.
Travel with the CEO occasionally to help coordinate meetings, typically other Balfour offices, expectation every 5-6 weeks
for 3 days.
EDUCATION / EXPERIENCE :
Bachelors degree preferred and 2 years of executive administrative experience.
Advanced Microsoft Office skills (Word, Excel, PowerPoint, and Outlook) with an ability to learn company specific programs as
needed.
Proficiency and scheduling and managing small and large meetings with Microsoft Teams and Zoom platforms.
Fully bilingual written and spoken English / Spanish required.
Strong efficiency in multi-tasking and prioritizing multiple deadlines.
Strong follow up and follow through.
Ability to interact with all levels clerical and managerial - within and outside the organization.
Ability to maintain a high level of confidentiality while accomplishing a variety of tasks through others.
Flexible, calm and team oriented.
An ability to interact with all levels of leadership, apply strong communication skills, operate in a dynamic team environment,
utilize solid time management and organizational skills are imperative.
