Executive Assistant

RR Donnelley • Columbus, OH

8d • $29 - $44 • Hybrid

About The Position

The Executive Assistant provides administrative support to an executive and client operation. The role handles complex calendar and meeting coordination, international travel planning, communications on behalf of the supported professional, confidential information, customer service, document editing and transcription, data entry, reservations, and administrative tracking. The assistant also assesses and completes job requests, meets contracted deadlines, troubleshoots basic equipment issues, supports workflow quality assurance, develops and delivers training for administrative staff, and serves as a resource for junior employees. The position requires professional client interactions, strong organization and multitasking, discretion, and adherence to RRD and client-site policies.

The schedule is Monday through Friday, 8:30 a.m. to 5:30 p.m., with three required onsite days per week in Columbus. Work may be performed in a professional work environment or from home. Sites may operate up to 24/7, and individual shift requirements vary by site. Overtime may be required. Business casual or professional attire is required.

Requirements

• At least 5 years of experience supporting executives in a professional organization, preferably in the legal or banking industry; alternatively, at least 3 years performing administrative duties for a Williams Lea client operation. Formal education or training may be considered in lieu of experience.
• Excellent calendar management skills, including coordination of complex executive meetings.
• Advanced proficiency with Microsoft Office software, including Word, Excel, and PowerPoint.
• Strong keyboarding and typing skills, with the ability to troubleshoot applicable business or client software.
• Familiarity with other software programs used for administrative support.
• Ability to interact well with all levels of management.
• Ability to handle highly sensitive and confidential information with professionalism and discretion.
• Strong attention to detail and ability to manage multiple projects with little to no errors.
• Excellent organizational skills.
• Ability to meet deadlines and complete projects promptly while maintaining professionalism and composure under immediate deadlines.
• Good judgment and ability to make decisions consistent with business needs and policy.
• Problem-solving skills and the ability to recognize when to escalate issues to a supervisor.
• Ability to work independently with minimal supervision and collaboratively as part of a team.
• Ability to work in a fast-paced, high-volume environment and multitask effectively.
• Professional verbal and written communication skills.
• Proficiency with the equipment, technology, software, and hardware needed for the job.
• Self-motivated, positive, flexible, proactive, resourceful, and efficient approach.
• Proven customer service skills to create, maintain, and enhance customer relationships.

Nice To Haves

• Associate degree or advanced degree; equivalent experience may be considered in lieu of education.
• Previous experience scheduling travel arrangements.
• Previous experience providing executive-level administrative support.

Responsibilities

• Provide administrative support, including answering phone lines, customer service, editing and transcribing documents, data entry for expenses, time, invoices and other items, and arranging reservations and scheduling.
• Oversee confidential company information, including corporate credit card and P-card information, employee and client distribution lists, and prospective and current employee information.
• Coordinate complex calendars and meetings, making decisions on behalf of the supported professional when appropriate.
• Book complex travel, including accurately planning multi-leg international trips.
• Communicate and respond professionally on behalf of the supported professional.
• Use appropriate logs and tracking software for administrative support work.
• Ensure job tickets are properly completed before beginning work.
• Assess job requests and ensure tasks are completed throughout their lifecycle.
• Communicate job or deadline issues to team members, leads, supervisors, or client contacts.
• Meet contracted deadlines for accepting, completing, and delivering work.
• Troubleshoot basic equipment problems.
• Assist in developing training plans and process maps for the administrative operation, and deliver training to a team of administrators.
• Serve as a subject matter expert and resource for junior employees.
• Interact professionally and knowledgeably with clients in person, by phone, video, or electronically.
• Prioritize workflow and efficiently multitask.
• Perform quality assurance on personal work and the work of others.
• Answer telephones and emails, and place service calls when needed.
• Use equipment and supplies cost-effectively.
• Help foster proactive service enhancement and client relationship building.
• Follow Williams Lea policies and client-site policies.

Benefits

• Medical coverage
• Dental coverage
• Vision coverage
• Paid time off
• Disability insurance
• 401(k) with company match
• Life insurance
• Voluntary supplemental insurance coverage
• Parental leave
• Adoption assistance
• Tuition assistance
• Employer and partner discounts
• Overtime, shift differential, call-in, and/or stand-by pay may be included depending on the role.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: Associate degree