Executive Assistant (Hybrid)

Job description

The Executive Assistant provides a wide variety of executive level administrative support to high-level senior professionals within a firm, office and/or client, which may include tasks such as calendar and phone management, travel bookings, expense reports, and any additional administrative job tasks as assigned. The Executive Assistant will be a proven subject matter expert that will provide white glove executive support to assigned professionals. Schedule : Monday-Friday 8:00 am - 5:00 pm Hybrid with 3 days onsite in Wheeling per week. (* denotes an “essential function”) *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 Working conditions Position operates at sites with maximum of 24/7 operations. Individual shift requirements will vary by site. Ability to work overtime as needed. Work is performed in a professional work environment and/or work from home setting. Business casual and/or professional attire required. Job qualifications 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. Formal education and/or training may be considered in lieu of experience 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 Previous experience scheduling travel arrangement strongly preferred. Previous experience providing administrative support at the executive level preferred 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 The rate of pay for this role at the noted RRD location is $18.22-25.53/ hour. Typically, roles follow step progressions to a target rate or set increments over time. Depending on the role, in addition to the hourly rate of pay, the total compensation package may also include overtime, shift differential, call-in, and/or stand-by pay. RRD’s benefit offerings include medical, dental, and vision coverage, paid time off, disability insurance, 401(k) with company match, life insurance and other voluntary supplemental insurance coverages, plus parental leave, adoption assistance, tuition assistance and employer/partner discounts. #WLWV #LI-Hybrid #LI-NH1 RRD is an Equal Opportunity Employer, including disability/veterans At RRD, we value innovation, authenticity, and integrity. To uphold the security and fairness of our hiring process, we ask that candidates refrain from using AI tools during interviews to ensure an authentic and secure experience. We appreciate your cooperation as we work to maintain a transparent and equitable hiring process. All employment offers are contingent upon the successful completion of both a pre-employment background and drug screen. 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.