Executive Business Administrator

Jostens•Minneapolis, MN

1d•Hybrid

About The Position

Join our Yearbook Division as an Executive Business Administrator, where you’ll provide key support to senior leadership. In this role, you'll manage communications, coordinate events, track budgets, and streamline daily operations. This position will work closely with the sales team, management, and cross-functional departments to ensure the successful execution of projects and initiatives. This position will be responsible for project planning, tracking, and communication, ensuring objectives are met on time and within scope. This team member will need to be a skilled communicator, possess strong organizational abilities, and have experience in project management. If you're organized, proactive, and ready to make an impact, apply today!

Requirements

2-3 years of experience in project coordination or administrative support, ideally within a sales environment.
Bachelor’s degree in Business, Business Administration, Project Management, or related field (or equivalent experience).
Excellent organizational and time management skills with the ability to manage multiple projects simultaneously and deliver timely results.
Problem-solving mindset with a focus on delivering results and overcoming challenges.
Ability to work independently and as part of a team in a fast-paced environment.
Sense of urgency.
High tolerance for ambiguity.
Ability to maintain concentration and focus under intense time pressure.
Ability to anticipate, comprehend, and deal with the implications of courses of action.
Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Teams) and project management tools.
Meticulous attention to detail.
Self-directed and self-motivated.
Strong communication skills, both verbal and written, with the ability to interact effectively with cross-functional teams.
Good listening skills.
Emotional maturity and stability.
Integrity and trustworthiness; ability to maintain confidentiality of information.

Responsibilities

Collaborate with the sales team to understand project goals and timelines.
Develop and maintain detailed project plans, timelines, and task lists to ensure project deliverables are met.
Coordinate resources, track milestones, and oversee daily project activities.
Organize and facilitate project meetings, ensuring action items are documented and followed up on.
Liaise with other departments such as marketing, finance, and product management to support sales initiatives.
Provide timely updates to stakeholders, ensuring alignment and smooth communication across teams.
Provide administrative support to the sales leadership team, including scheduling meetings, tracking sales performance metrics, and preparing reports.
Screen incoming calls and electronic communication, and handle or find a solution for issues.
Financial support, including invoice processing, CAAA charges, and journal entry processing.
Assist in the creation of presentations, proposals, and collateral.
Maintain project documentation, including meeting notes, timelines, budgets, and progress reports.
Handle confidential information with discretion and professionalism.
Manage annual sales leadership meeting calendar and events.
Research and negotiate hotel and venue contracts.
Manage all meeting and event logistics, including hotel, flights, food and beverage, audio visual, and budgets.
Provide on-site support to the event management team when requested for events such as annual business meetings, customer events, and conventions.
Coordinate with supporting departments to ensure contracts, background checks, draw checks, etc., are sent and in place to meet the expected start date.
Coordinate various training academies, including enrollments, rooming lists with the hotel, meals, on-site transportation, material preparation, etc.
Ensure that all training materials are prepared, sent, and received promptly to allow training to begin promptly after hire.
Monitor and track regional manager shifts, rep/associate new hires, non-renewals, and retirements, and continuous education history.
Ensure all Jostens systems (email, Learning Centers, JNET, Rep locator, etc.) are updated to reflect any status changes of ISR/Trainees/Associates.