Executive Assistant

RR Donnelley • Columbus, OH

8d • Hybrid

About The Position

The Executive Assistant provides administrative support to an executive and client operation, including phone and email support, customer service, document editing and transcription, data entry, reservations, scheduling, and travel coordination. The role handles confidential company, employee, and client information and makes decisions on behalf of the supported professional when coordinating calendars, meetings, and complex travel. It also supports workflow and quality assurance, troubleshoots basic equipment issues, helps develop and deliver training, and serves as a resource for junior administrative employees. The position is hybrid, with three required onsite days per week in Columbus, and a stated schedule of Monday through Friday, 8:30 a.m. to 5:30 p.m. Overtime may be needed. Work takes place in a professional work environment and/or a work-from-home setting, with business casual or professional attire required.

Requirements

• At least five years of experience supporting executives in a professional organization, preferably in legal or banking; alternatively, at least three 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 Word, Excel, and PowerPoint; strong keyboarding and typing skills; and ability to troubleshoot relevant business or client software.
• 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.
• Good judgment and ability to make decisions aligned 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 and multitask effectively.
• Professional verbal and written communication skills.
• Proficiency with the equipment, technology, software, and hardware needed to perform the job.
• Self-motivation and a positive, flexible, proactive, resourceful, and efficient approach.
• 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.
• Previous experience providing executive-level administrative support.

Responsibilities

• Answer phone lines, emails, and service calls, and provide professional customer service.
• Edit and transcribe documents and enter expense, time, invoice, and other data.
• Create reservations and coordinate meetings, conference rooms, audiovisual needs, hospitality, travel, and concierge services.
• Safeguard confidential company, employee, and client information, including credit card information and distribution lists.
• Coordinate complex calendars and meetings, making decisions on behalf of the supported professional as 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 work.
• Ensure job tickets are complete before work begins; assess requests and manage job 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.
• Help develop training plans and process maps for the administrative operation and deliver training to a team of administrative employees.
• Serve as a subject matter expert and resource for junior employees.
• Interact professionally and knowledgeably with clients in person, by phone, video, and electronic channels.
• Prioritize workflow, multitask efficiently, and perform quality assurance on own work and the work of others.
• Use equipment and supplies cost-efficiently and help foster continuous service improvement 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 coverages
• Parental leave
• Adoption assistance
• Tuition assistance
• Employer and partner discounts
• Potential overtime, shift differential, call-in, and/or stand-by pay, depending on the role

What This Job Offers

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