Senior Administrative Associate (Hybrid)

RR Donnelley • Wheeling, WV

1d • Hybrid

About The Position

The Senior Administrative Associate provides administrative support to a site, office, and/or client. Duties may include expense reports, time and invoice entry, calendar and phone management, and opening client matters. This role serves as a subject matter expert who supports training, operational process improvements, and the wider administrative team. The position handles confidential company and client information, manages and tracks administrative work, assesses requests, meets deadlines, and communicates about task or deadline issues. It also performs quality assurance, troubleshoots basic equipment problems, interacts with clients through multiple channels, and follows company and client-site policies.

Requirements

• High school diploma or equivalent education.
• At least two years of administrative support experience in a professional organization, preferably in the legal or banking industry; alternatively, at least one year performing administrative duties for a Williams Lea client operation. Formal education and/or training may be considered in lieu of experience.
• Advanced proficiency with Microsoft Office software, including Word, Excel, and PowerPoint; strong keyboarding and typing skills; and ability to troubleshoot applicable business- or client-specific software.
• Familiarity with other software programs used for administrative support.
• Strong attention to detail and ability to manage multiple projects simultaneously.
• Good organizational skills and ability to meet deadlines and complete projects in a timely manner.
• Ability to handle sensitive and highly confidential documents and information professionally and discreetly.
• Ability to exercise good judgment and make decisions consistent with business needs and policy.
• Good problem-solving skills and judgment about when to escalate issues to a supervisor.
• Ability to maintain professional composure under immediate deadlines.
• Ability to work independently and collaboratively as part of a team in a fast-paced environment.
• Professional verbal and written communication skills.
• Proficiency with equipment, technology, software, and hardware needed to perform job functions.
• Self-motivated with a positive attitude.
• Customer service skills to create, maintain, and enhance customer relationships.

Responsibilities

• Perform administrative support, including answering phone lines, customer service, document editing and transcription, data entry, and scheduling or booking meetings, conference rooms, A/V, 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.
• Use appropriate logs and tracking software for administrative support work.
• Ensure job tickets are properly completed before starting work.
• Assess job requests and ensure tasks are completed throughout their lifecycle.
• Communicate with team members, leads, supervisors, and client supervisors or clients about job or deadline issues.
• 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 administrators.
• Serve as a subject matter expert and resource for junior employees.
• Interact with clients in person, by phone, by video, or electronically.
• Prioritize workflow and perform quality assurance on own work and the work of others.
• Answer telephone calls and emails and place service calls when needed.
• Follow company and client-site policies and use equipment and supplies cost-efficiently.

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/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: High school or GED