Executive Assistant (Hybrid)

RR Donnelley • Wheeling, WV

13h • Hybrid

About The Position

The Executive Assistant provides executive-level administrative support to senior professionals within a firm, office, and/or client operation. The role provides white-glove support and may include calendar and phone management, travel bookings, expense reports, document editing and transcription, data entry, reservations, and other administrative tasks. The position involves handling confidential company information, coordinating complex meetings and international travel, communicating professionally on behalf of supported professionals, and ensuring administrative work is accurately tracked and completed to deadline. The Executive Assistant may also train administrative staff, serve as a subject matter expert for junior employees, troubleshoot basic equipment problems, and help improve service delivery. The schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m., with three onsite days per week in Wheeling. The role may require overtime as needed. Work is performed in a professional work environment and/or from home; 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 coordinating complex executive meetings.
• Advanced proficiency with Microsoft Office, including Word, Excel, and PowerPoint; strong keyboarding and typing skills; and ability to troubleshoot business- or client-specific 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 minimal errors.
• Excellent organizational skills and ability to meet deadlines while maintaining professionalism and composure.
• Sound judgment and ability to make decisions consistent with business needs and policy.
• Problem-solving skills and 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 while multitasking efficiently and effectively.
• Professional verbal and written communication skills.
• Proficiency with the equipment, technology, software, and hardware needed to perform the job.
• Self-motivation, a positive attitude, flexibility, proactivity, resourcefulness, and efficiency.
• Customer service skills to create, maintain, and enhance customer relationships.

Nice To Haves

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

Responsibilities

• Provide administrative support, including answering phones, customer service, editing and transcribing documents, data entry for expenses, time, and invoices, and arranging meetings, conference rooms, audiovisual services, hospitality, travel, and concierge services.
• Safeguard confidential company information, including corporate credit card and P-card details, employee and client distribution lists, and prospective and current employee information.
• Coordinate complex calendars and meetings, making decisions on behalf of supported professionals as appropriate.
• Plan and book complex travel, including multi-leg international trips.
• Communicate and respond professionally on behalf of supported professionals.
• Use appropriate logs and tracking software for administrative work.
• Ensure job tickets are complete before beginning work; assess requests and oversee tasks through completion.
• 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 and place service calls when needed.
• Help develop training plans and process maps for the administrative operation, deliver training to a team of administrative staff, and support junior employees as a subject matter expert.
• Interact professionally and knowledgeably with clients in person, by phone, by video, and electronically.
• Prioritize workflow, multitask efficiently, and perform quality assurance on own work and the work of others.
• Use equipment and supplies cost-effectively.
• Foster continuous service enhancement and relationship building with the client.
• Follow Williams Lea and client-site policies.
• Work overtime as needed.

Benefits

• Medical, dental, and vision coverage
• Paid time off
• Disability insurance
• 401(k) with company match
• Life insurance
• Voluntary supplemental insurance coverages
• 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