Executive Business Administrator at Jostens

Minneapolis, Minnesota, United States -

Full Time

Start Date

Immediate

Expiry Date

03 Aug, 26

Salary

75000.0

Posted On

05 May, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Project Coordination, Administrative Support, Budget Tracking, Event Management, Microsoft Office Suite, Stakeholder Communication, Process Improvement, Financial Processing, Meeting Management, Onboarding Coordination, Time Management, Problem Solving

Industry

Manufacturing

Description

EXECUTIVE BUSINESS ADMINISTRATOR HYBRID | ONSITE AT JOSTENS' MINNEAPOLIS HEADQUARTERS 3 DAYS/WEEK ABOUT YOU: 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! YOU WILL: * Project Coordination & Management: * 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. * Administrative Support & Process Improvement: * 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 other collateral. * Maintain project documentation, including meeting notes, timelines, budgets, and progress reports. * Handle confidential information with discretion and professionalism. * Meeting Management and Support: * 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 Onboarding for Independent Sales Reps (ISR)/Trainees/Associates and Complete Status Changes for ISR/Trainees/Associates: * 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. * Typical/expected % of overnight travel: Varies. YOU HAVE: * Experience. 2-3 years of experience in project coordination or administrative support, ideally within a sales environment. * Education. Bachelor’s degree in Business, Business Administration, Project Management, or related field (or equivalent experience). * Organization & Agility. 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. * Technical Skills. Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Teams) and project management tools. * Attention to Detail & Autonomy. Meticulous attention to detail. Self-directed and self-motivated. * Great Communication Skills. 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. LOVE WHERE YOU WORK: * We care about your health. We offer competitive healthcare (health, dental, vision, coverage) in addition to voluntary benefits, including home and car insurance, pet insurance, flexible spending account, and many more. * We invest in your future. Our 401K plan has immediate vesting, so you can start saving for retirement right away. * We believe in flexibility. We offer a hybrid schedule with on-site work 3 days a week. * We want you to unplug when needed. We believe in taking your time off without guilt and offer accrued paid time off and company-paid holidays. *For Washington residents, you will receive 13 vacation days, 8 paid sick leave, 11 company-paid holidays, and family paid leave. * We care about your development. We support tuition reimbursement after 6 months of service. * We believe in pay transparency. The salary range is $65,000 to $75,000 with annual bonus eligibility. APPLICATION DEADLINE: June 30, 2026. ABOUT US: Jostens leads the student commemoration market and has been serving local communities for over 125 years. We work with thousands of K-12 schools, colleges, and universities each year, and have the honor of partnering with beloved sports teams and esteemed organizations across the country. Our iconic products — like yearbooks, letter jackets, class jewelry, and championship rings — keep meaningful traditions alive and inspire millions of people to celebrate their unique stories, milestone moments, and biggest accomplishments every year. We have 13 first-class facilities across the globe, from North America to the Caribbean. Watch a short video about us here [https://f.io/HIAsH659]. ALL ABOUT YEARBOOK: The yearbook team creates experiences that champion a culture of belonging, achievement, and pride within each school as well as the yearbook division itself. From manufacturing to sales, the division drives for results through agility and innovation while focusing on the customer – exceeding their needs by delivering an end-to-end custom plan that only Jostens and our sales team can provide. Cross-team collaboration and best-in-class technology platforms ensure we get a yearbook in every student’s hand, create a meaningful book for all students while providing a hassle-free experience for the adviser, staff, administration, and community. Strong relationships and delivering customer-centric solutions are at our core, driving each team member to be accountable and champion our market-leading experiences. AMERICANS WITH DISABILITIES ACT (ADA): Jostens is committed to the full inclusion of all qualified individuals. If reasonable accommodation is required to fully participate in the job application or interview process, or to perform the essential functions of the position, please reach out to our HR team at recruiter@jostens.com [recruiter@jostens.com] or (952) 830-3300. Jostens is an Equal Opportunity Employer and complies with applicable employment laws. EOE/M/F/Vet/Disabled are encouraged to apply. California Privacy Policy: https://www.jostens.com/about/california-employee-privacy-policy [https://www.jostens.com/about/california-employee-privacy-policy]

Responsibilities

Provide high-level administrative and project coordination support to senior leadership within the Yearbook Division. Responsibilities include managing event logistics, tracking budgets, and coordinating onboarding for sales representatives.