Executive Assistant

RR Donnelley•Columbus, OH

3d•Hybrid

About The Position

RRD provides marketing, packaging, print, and business services to the world’s most respected brands. The company’s proprietary technology, advanced data analytics, and expertise fuel organizational decision-making from strategy through execution, delivering sustainable solutions with the lowest possible environmental impact. Global organizations and regulated industries trust RRD to reduce complexity and drive audience connections across the entire customer journey. This role will be mostly remote but might be expected to report to our Columbus site periodically. It involves performing administrative support, including answering phone lines, providing customer service, editing/transcribing documents, data entry, and scheduling various appointments and travel. The position also requires oversight of confidential company information and complex calendar management, with the ability to make decisions on behalf of the supported professional. Effective communication, adherence to deadlines, and troubleshooting are key aspects of this role. Additionally, the Executive Assistant will assist in developing training plans, serve as a subject matter expert, interact with clients professionally, and perform quality assurance on their own work and the work of others. Fostering a proactive environment of continuous service enhancement and relationship building with the client is also expected, along with adhering to company and client site policies.

Requirements

Associate degree or advanced degree preferred. Commensurate experience may be considered in lieu of education, based upon candidate’s overall employment history
5+ years’ experience supporting at the executive level in a professional organization, preferably in the legal or banking industry; or experience performing administrative duties for a Williams Lea client operation for a minimum of (3) years or more.
Excellent calendar management experience and skills, including the coordination of complex executive meetings
Advanced in the use of MS Office software (Word, Excel, PowerPoint); strong keyboarding and typing skills; able to technically troubleshoot applicable software specific to the business/client
Familiar with other software programs for providing administrative support
Ability to interact well with all levels of management
Able to be trusted with highly sensitive and confidential information and handle with professionalism and discretion
Strong attention to detail; able to work on multiple projects simultaneously with little to no errors
Must have excellent organizational skills
Must be able to meet deadlines and complete all projects in a timely manner and maintain professionalism and composure when working with immediate deadlines
Able 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 effectively work independently with strong decision-making abilities with minimal supervision as well as the ability to work collaboratively as part of a team
Ability to work in a fast-paced, high volume environment with efficient and effective multi-tasking skills
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 while remaining flexible, proactive, resourceful and efficient
Proven customer service skills are required to create, maintain, and enhance customer relationships

Nice To Haves

Formal education and/or training may be considered in lieu of experience
Previous experience scheduling travel arrangement strongly preferred.
Previous experience providing administrative support at the executive level preferred

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.
Complex calendar and meeting coordination including ability to make decisions on behalf of supported professional
Complex travel bookings including ability to accurately plan multi-leg international trips
Communicate and/or respond in effective and professional manner on behalf of supported professional
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 supervisor or client on job or deadline issues
Meet contracted deadlines for accepting, completing, and delivering all work
Troubleshoot basic equipment problems
Assist in developing training plans and process maps for the administrative operation
Deliver training plans to a team of Admins
Serve as a subject matter expert and resource for junior employees
Interact with clients in person, over the phone , via video or electronically in a professional and knowledgeable manner
Prioritize workflow and efficiently multi-task
Performs Quality Assurance on own work and work of others
Answer telephone, emails, and place service calls when needed
Use equipment and supplies in a cost-efficient manner
Help to foster a proactive environment of continuous service enhancement and relationship building with the client
Adhere to Williams Lea policies in addition to client site policies