What are the responsibilities and job description for the Executive Assistant position at Balfour & Co?
EXECUTIVE ADMINISTRATIVE ASSISTANT TO CEO
Location : Aventura, FL (In-Office required : Monday – Friday, 9AM – 7PM; additional hours will 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 :
