Administrative Associate M-F 9:00am - 5:30pm EST

RR Donnelley•Wheeling, WV

8h•$17 - $23•Hybrid

About The Position

The Administrative Associate provides a variety of administrative support functions to a site, office and/or client, which may include tasks such as expense reports, time entry, invoice entry, calendar and phone management and opening client matters. This role involves performing 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, and creating reservations/scheduling (meetings, conference rooms, A/V, hospitality, travel, concierge). The associate will have oversight for confidential company information including but not limited to corporate credit card information, P-cards, employee and client distribution lists, and prospective and current employee information. They will utilize appropriate logs and/or tracking software for all administrative support work, ensure that job tickets are properly filled out before beginning work, and thoroughly assess job requests and ensure appropriate completion of job tasks throughout the task lifecycle. Communication with team members, lead, supervisor or client on job or deadline issues is essential, as is meeting contracted deadlines for accepting, completing, and delivering all work. The role also includes troubleshooting basic equipment problems, interacting with clients over the phone, via video or electronically, prioritizing workflow, and performing Quality Assurance on own work and work of others. Additionally, the associate will answer telephone, emails, and place service calls when needed, adhere to Williams Lea policies in addition to client site policies, and use equipment and supplies in a cost-efficient manner.

Requirements

High school diploma or equivalent education
Minimum (1) year administrative support experience in a professional organization, preferably in the legal or banking industry. Formal education and/or training may be considered in lieu of experience.
Skilled in the use MS Office software (Word, Excel, PowerPoint); strong keyboarding and typing skills. Basic knowledge of Microsoft Office suite
Familiar with other software programs for providing administrative support
Strong attention to detail with emphasis on accuracy and quality; able to coordinate across the team and work on multiple projects simultaneously while ensuring quality results. Excellent organizational skills
Ability to meet deadlines and complete all projects in a timely manner
Ability to handle sensitive and/or highly confidential documents and information with professionalism and discretion
Ability 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 maintain professional composure when working with immediate deadlines
Ability to work both independently and collaboratively as part of a team
Ability to work in a fast-paced environment
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
Proven customer service skills are required to create, maintain, and enhance customer relationships

Responsibilities

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.
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 on job or deadline issues
Meet contracted deadlines for accepting, completing, and delivering all work
Troubleshoot basic equipment problems
Interact with clients over the phone, via video or electronically
Prioritize workflow
Performs Quality Assurance on own work and work of others
Answer telephone, emails, and place service calls when needed
Adhere to Williams Lea policies in addition to client site policies
Use equipment and supplies in a cost-efficient manner