Executive Assistant

RR Donnelley; Columbus (OH); Hybrid; USD 39,000 - 61,000; Full time

Benefits offered by this job

Medical

Dental

Vision coverage

Paid time off

401(k) with company match

Life insurance

Job summary

RR Donnelley is seeking an experienced Administrative Support professional to join a hybrid team in Columbus, OH. You will handle executive calendar coordination, travel arrangements, and confidential information with discretion, delivering high-level administrative support.

The role requires strong communication, multitasking, and a customer-service mindset, with the ability to meet tight deadlines in a fast-paced environment. Some in-office and remote work options are offered.

Qualifications

• Associate degree or advanced degree preferred. Commensurate experience may be considered in lieu of education.
• 5+ years’ experience supporting the executive level in a professional organization; or experience supporting a Williams Lea client operation for 3+ years.
• Excellent calendar management experience and skills, including coordinating complex executive meetings.
• Advanced MS Office software (Word, Excel, PowerPoint); strong keyboarding and typing skills; able to troubleshoot software.
• Familiar with other software programs for administrative support and travel arrangements.

Responsibilities

• Answer phone lines and provide customer service; edit/transcribe documents and process data entry for expenses, time, invoices.
• Oversee confidential information including corporate cards and client data.
• Coordinate complex calendars and travel plans, including multi-leg international trips.
• Communicate professionally on behalf of supported professionals; manage logs and tracking software.
• Ensure job tickets are filled out correctly and tasks are completed throughout the lifecycle.
• Meet deadlines and provide quality work; assist in developing training plans for admins.
• Interact with clients and team members to resolve issues and maintain relationships.

Skills

Calendar management

Executive support

Customer service

Attention to detail

Multitasking

Verbal and written communication

Decision-making

Education

Associate degree or higher

Tools

MS Office

Travel booking systems

Job description

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.

Job Description

Hybrid -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, 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.

Qualifications

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 elevate 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

Additional Information

Therate of pay for this role at the noted RRD location is $/28.70 to $43.60 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.

• medical
• dental
• vision coverage
• paid time off
• disability insurance
• 401(k) with company match
• life insurance
• other voluntary supplemental insurance coverages
• parental leave
• adoption assistance
• tuition assistance
• 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.