Sr. Administrative Associate

RR Donnelley•Columbus, OH

3h•$47,840 - $49,130•Hybrid

About The Position

The Senior Administrative Associate (Dual) provides a variety of direct administrative support functions to a site, office and/or client, which may include tasks such as document processing, proofreading, expense reports, time entry, calendar and phone management, invoice entry, and opening client matters. The Senior Administrative Associate (Dual) will be a proven subject matter expert that will assist with training, operational process improvements, and provide thought leadership to the wider team of Admins. M-F 8:30am-5:30pm, Tue-Thurs in office, M/F WFH ( denotes an “essential function”) Perform work in administrative support, including, but not limited to, answering phone lines, providing customer service, supporting specialized projects using established procedures, standards, and formats to edit, proof, convert, create, transcribe or otherwise complete document production requests and data entry for expenses/time/invoices and other areas as needed. Opening client matters and/or performing client conflict checks. 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 the task lifecycle. Create reservations/scheduling (meetings, conference rooms, A/V, hospitality, travel, concierge), docket management, document/email management, proforma review, new matter management. Communicate with team members, lead, supervisor or client on job or deadline issues. Meet contracted deadlines for accepting, completing, and delivering all work. Troubleshoot complex software or hardware problems. Answer telephone, emails, and place service calls when needed. Interact with clients over the phone, via video or electronically. Assist in developing training plans and process maps for the administrative operation Deliver direct support training plans to a team of Admins Serve as a subject matter expert and resource for junior direct support employees Prioritize and manage workflow. Perform quality assurance on own work and work of others. Train junior staff members, as needed. 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. Use equipment and supplies in a cost-efficient manner.

Requirements

High school diploma or equivalent education
Minimum (3) years administrative support experience 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 (2) years or more. Formal education and/or training may be considered in lieu of experience
Advanced skills in the use MS Office software (Word, Excel, PowerPoint); strong keyboarding and typing skills
Familiar with other software programs for providing administrative support
Strong attention to detail; able to work on multiple projects simultaneously
Must have good organizational skills
Must be able to meet deadlines and complete all projects in a timely manner
Ability to handle sensitive and/or confidential documents and information
Ability to make independent decisions that conform to business needs and policy
Ability to troubleshoot complex or advanced tasks or concerns independently
Ability to discern when a problem or issue requires escalation to the supervisory level
Ability to maintain professional composure when working with immediate deadlines
Ability to work both independently and collaboratively as part of a team
Ability to work in a fast-paced environment
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
Proven customer service skills are required to create, maintain, and enhance customer relationships

Responsibilities

Perform work in administrative support, including, but not limited to, answering phone lines, providing customer service, supporting specialized projects using established procedures, standards, and formats to edit, proof, convert, create, transcribe or otherwise complete document production requests and data entry for expenses/time/invoices and other areas as needed.
Opening client matters and/or performing client conflict checks.
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 the task lifecycle.
Create reservations/scheduling (meetings, conference rooms, A/V, hospitality, travel, concierge), docket management, document/email management, proforma review, new matter management.
Communicate with team members, lead, supervisor or client on job or deadline issues.
Meet contracted deadlines for accepting, completing, and delivering all work.
Troubleshoot complex software or hardware problems.
Answer telephone, emails, and place service calls when needed.
Interact with clients over the phone, via video or electronically.
Assist in developing training plans and process maps for the administrative operation
Deliver direct support training plans to a team of Admins
Serve as a subject matter expert and resource for junior direct support employees
Prioritize and manage workflow.
Perform quality assurance on own work and work of others.
Train junior staff members, as needed.
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.
Use equipment and supplies in a cost-efficient manner.