Executive Assistant (Hybrid)

RR Donnelley•Wheeling, WV

8h•$18 - $26•Hybrid

About The Position

The Executive Assistant provides a wide variety of executive-level administrative support to high-level senior professionals within a firm, office, and/or client. Duties include calendar and phone management, travel bookings, expense reports, and other administrative tasks as assigned. The role provides white-glove executive support and serves as a subject matter expert for assigned professionals. The schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m., with three onsite days per week in Wheeling. Work may be performed in a professional work environment and/or from home. Business casual and/or professional attire is required. The role may be based at a site with 24/7 operations, though individual shift requirements vary by site, and overtime may be needed.

Requirements

At least five years of experience supporting executives in a professional organization, preferably in the legal or banking industry; alternatively, at least three years performing administrative duties for a Williams Lea client operation. Formal education and/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; and ability to troubleshoot applicable business or client software.
Familiarity with other administrative support software programs.
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, complete projects in a timely manner, and maintain professionalism and composure under immediate deadlines.
Good judgment and ability to make decisions that align with business needs and policy.
Problem-solving skills and ability to recognize when to escalate issues to a supervisor.
Ability to work independently with strong decision-making skills and minimal supervision, as well as collaboratively as part of a team.
Ability to work in a fast-paced, high-volume environment and multitask efficiently and effectively.
Professional verbal and written communication skills.
Proficiency with the equipment, technology, software, and hardware needed to perform job functions.
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; commensurate experience may be considered in lieu of education based on overall employment history.
Previous experience scheduling travel arrangements.
Previous experience providing executive-level administrative support.

Responsibilities

Perform administrative support, including answering phone lines, providing customer service, editing or transcribing documents, entering expense, time, and invoice data, and arranging meetings, conference rooms, audiovisual equipment, hospitality, travel, and concierge services.
Oversee confidential company information, including corporate credit card information, P-cards, employee and client distribution lists, and prospective and current employee information.
Coordinate complex calendars and meetings, making decisions on behalf of supported professionals when appropriate.
Arrange complex travel, including accurately planning multi-leg international trips.
Communicate and respond effectively and professionally on behalf of supported professionals.
Use appropriate logs and/or 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 supervisors.
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 own work and the work of others.
Answer telephone calls and emails and place service calls when needed.
Use equipment and supplies cost-efficiently.
Help foster proactive continuous service enhancement and relationship building with the client.
Follow Williams Lea and client-site policies.