Executive Administrative Assistant to CEO

Location: Aventura, FL – Job is In-Office; hours 9:30am–7pm (Fridays until 5pm); additional hours may be required

ABOUT BALFOUR & CO.
Balfour & Co. is one of the world’s 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, we’ve been helping students celebrate life’s 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:

·       Bachelor’s 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.