Sr. Adminstrative Assistant

R.R. Donnelley & Sons • Miami, FL

113d

About The Position

The Legal Administrative Associate provides a variety of administrative support functions to a site, office and/or client, which may include tasks such as expense reports, time entry, invoice entry, calendar and phone management and opening client matters. The position operates Monday to Friday from 8am to 5pm.

Requirements

• High school diploma or equivalent education
• Minimum (2) 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 (1) year or more
• 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
• Strong attention to detail; able to work on multiple projects simultaneously
• Good organizational skills
• Ability to meet deadlines and complete all projects in a timely manner
• Ability to handle sensitive and/or highly confidential documents and information with professionalism and discretion
• Good problem-solving skills, with the ability and understanding of when to escalate a problem to a 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 answering phone lines, providing customer service, editing/transcribing documents, data entry for expenses/time/invoices/other, creating reservations and scheduling (meetings, conference rooms, A/V, hospitality, travel, concierge, other)
• Oversight for confidential company information including corporate credit card information, P-cards, employee and client distribution lists, prospective and current employee information
• Thoroughly assess job requests and ensure appropriate completion of job tasks throughout task lifecycle
• Communicate with team members, lead, supervisor or client supervisor 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
• Prioritize workflow
• Perform 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
• Other administrative assistance tasks as needed

What This Job Offers

• Industry: Printing and Related Support Activities
• Education Level: High school or GED