Administrative Associate

RR Donnelley; Wheeling (WV); On-site; USD 23,000 - 32,000; Full time

Benefits offered by this job

Medical insurance

Dental & vision coverage

401(k) with company match

Paid time off

Life insurance

Parental leave

Tuition assistance

Employer discounts

Job summary

Williams Lea by RRD is seeking an Administrative Associate to join our Wheeling, WV site. You will perform diverse administrative tasks including expense/time/invoice entry, calendar management, and client communications from Monday to Friday, 8 AM–5 PM.

Expect to handle confidential information, use MS Office daily, and collaborate with teammates to meet deadlines while delivering accurate, high-quality work in a fast-paced environment.

Qualifications

• High school diploma or equivalent.
• 1+ year administrative support in a professional setting.
• Proficient with MS Office; strong typing.
• Attention to detail and ability to manage multiple tasks.

Responsibilities

• Answer phones and provide customer service.
• Enter expenses, time, invoices, and other data.
• Manage calendars, meetings, and travel arrangements.
• Maintain confidential information with discretion.
• Ensure tasks are completed accurately and on time.
• Collaborate with team and client on deadlines.

Skills

MS Office

Data entry

Phone & email support

Customer service

Time management

Education

High school diploma

Tools

Tracking software

Calendar management tools

Job description

• Compensation: USD 17.02 - USD 23.46 - hourly

Company Description

Williams Lea by RRD is a global business support services company with a strong legacy—over 200 years of experience delivering world-class business solutions. We specialize in delivering skilled administrative support, document production, presentation design, and marketing and communications services to leading companies around the world—especially within legal, financial, and professional services industries.

We’re a people-powered organization. With a presence in North America, the UK, Europe, and Asia Pacific, we have thousands of employees globally, all working together to help our clients operate more efficiently and effectively. Whether it’s supporting law firms with critical document production or helping financial institutions manage high-volume print and digital communications, we’re the behind-the-scenes team making everything run smoothly.

Job Description

The 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.

M-F 8AM-5PM

• (* 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.
• *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 on job or deadline issues
• *Meet contracted deadlines for accepting, completing, and delivering all work
• *Troubleshoot basic equipment problems
• *Interact with clients over the phone, via video or electronically
• Prioritize workflow
• Performs Quality Assurance on own work and work of others
• Answer telephone, emails, and place service calls when needed
• Adhere to Williams Lea policies in addition to client site policies
• Use equipment and supplies in a cost-efficient manner

Qualifications

• High school diploma or equivalent education
• Minimum (1) year administrative support experience in a professional organization, preferably in the legal or banking industry. Formal education and/or training may be considered in lieu of experience.
• Skilled in the use MS Office software (Word, Excel, PowerPoint); strong keyboarding and typing skills. Basic knowledge of Microsoft Office suite
• Familiar with other software programs for providing administrative support
• Strong attention to detail with emphasis on accuracy and quality; able to coordinate across the team and work on multiple projects simultaneously while ensuring quality results. Excellent 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
• Ability 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 elevate 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

Additional Information

The rate of pay for this role at the noted RRD location is $17.02-23.46/ 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.

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.

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