Executive Assistant

Executive Assistant

Schedule:

M-F 8:30am-5:30pm

This will be mostly remote but might be expected to report to our Columbus site periodically.

(
* denotes an "essential function")

• * Perform work in administrative support, including, but not limited to, answering phone lines, providing customer service, editing/transcribing documents, data entry for expenses/time/invoices/other, creating reservations/scheduling (meetings, conference rooms, A/V, hospitality, travel, concierge)
• * Oversight for confidential company information including but not limited to corporate credit card information, P-cards, employee and client distribution lists, prospective and current employee information etc.
• * Complex calendar and meeting coordination including ability to make decisions on behalf of supported professional
• * Complex travel bookings including ability to accurately plan multi-leg international trips
• * Communicate and/or respond in effective and professional manner on behalf of supported professional
• * Utilize appropriate logs and/or tracking software for all administrative support work
• * Ensure that job tickets are properly filled out before beginning work
• * Thoroughly assess job requests and ensure appropriate completion of job tasks throughout task lifecycle
• * Communicate with team members, lead, supervisor or client supervisor or client on job or deadline issues
• * Meet contracted deadlines for accepting, completing, and delivering all work
• * Troubleshoot basic equipment problems
• * Assist in developing training plans and process maps for the administrative operation
• * Deliver training plans to a team of Admins
• * Serve as a subject matter expert and resource for junior employees
• * Interact with clients in person, over the phone, via video or electronically in a professional and knowledgeable manner
• Prioritize workflow and efficiently multi-task
• Performs Quality Assurance on own work and work of others
• Answer telephone, emails, and place service calls when needed
• Use equipment and supplies in a cost-efficient manner
• Help to foster a proactive environment of continuous service enhancement and relationship building with the client
• Adhere to Williams Lea policies in addition to client site policies

Working conditions

• Position operates at sites with maximum of 24/7 operations. Individual shift requirements will vary by site.
• Ability to work overtime as needed.
• Work is performed in a professional work environment and/or work from home setting.
• Business casual and/or professional attire required.

Job qualifications

• Associate degree or advanced degree preferred. Commensurate experience may be considered in lieu of education, based upon candidate's overall employment history
• 5+ years' experience supporting at the executive level in a professional organization, preferably in the legal or banking industry; or experience performing administrative duties for a Williams Lea client operation for a minimum of (3) years or more. Formal education and/or training may be considered in lieu of experience
• Excellent calendar management experience and skills, including the coordination of complex executive meetings
• Advanced in the use of MS Office software (Word, Excel, PowerPoint); strong keyboarding and typing skills; able to technically troubleshoot applicable software specific to the business/client
• Familiar with other software programs for providing administrative support
• Previous experience scheduling travel arrangement strongly preferred.
• Previous experience providing administrative support at the executive level preferred
• Ability to interact well with all levels of management
• Able to be trusted with highly sensitive and confidential information and handle with professionalism and discretion
• Strong attention to detail; able to work on multiple projects simultaneously with little to no errors
• Must have excellent organizational skills
• Must be able to meet deadlines and complete all projects in a timely manner and maintain professionalism and composure when working with immediate deadlines
• Able to exercise good judgment to make decisions that conform to business needs and policy
• Good problem-solving skills, with the ability and understanding of when to escalate a problem to a supervisory level
• Ability to effectively work independently with strong decision-making abilities with minimal supervision as well as the ability to work collaboratively as part of a team
• Ability to work in a fast-paced, high volume environment with efficient and effective multi-tasking skills
• Ability to communicate professionally both verbally and in writing
• Demonstrate proficiency in using equipment/technology/software and hardware necessary to perform job functions
• Must be self-motivated with a positive attitude while remaining flexible, proactive, resourceful and efficient
• Proven customer service skills are required to create, maintain, and enhance customer relationships

The rate of pay for this role at the noted RRD location is $/28.70 to $43.60 hour. Typically, roles follow…