Executive Assistant (Hybrid)

Rrdonnelley; Wheeling (WV); Hybrid; USD 65,000 - 90,000; Full time

Job summary

Williams Lea is seeking an Executive Assistant to provide high-level administrative support to senior professionals in a hybrid role based in Wheeling, WV. The position involves calendar management, travel bookings, expense reporting, and broad administrative tasks to ensure seamless operations.

The role requires 5+ years of executive support experience, strong MS Office skills, and the ability to handle confidential information with discretion.

Qualifications

• Minimum 5 years of executive-level administrative support experience.
• Ability to manage complex calendars and travel arrangements.
• Strong communication and discretion with confidential information.

Responsibilities

• Provide white-glove executive support for senior professionals.
• Coordinate calendars, meetings, travel, and expenses.
• Prepare, edit, and transcribe documents and reports as needed.
• Handle confidential information with discretion and security.
• Act as a liaison with clients and internal teams to meet deadlines.

Skills

Executive support

Calendar management

Travel planning

Professional communication

Education

Associate degree preferred

Tools

MS Office

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 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