Executive Assistant: Strategic Scheduling & Travel Expert

RR Donnelley; Columbus (OH); Hybrid; USD 40,000 - 60,000; Full time

Benefits offered by this job

Medical

Dental

Vision coverage

Paid time off

Disability insurance

401(k) with company match

Life insurance

Parental leave

Adoption assistance

Tuition assistance

Job summary

RR Donnelley seeks an experienced administrative professional to support executives with calendar management, travel planning, data entry, and confidential information oversight. The role requires strong MS Office skills, superb communication, and the ability to multitask in a fast-paced environment.

Hybrid role with three days on-site in Columbus per week. Candidates should demonstrate discretion, attention to detail, and the ability to work independently or as part of a team while meeting

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.
• 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 upscale 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

Responsibilities

• Answer phone lines and provide customer service
• Edit/transcribe documents and perform data entry for expenses/time/invoices
• Coordinate and schedule meetings and conference rooms
• Book complex travel arrangements including multi-leg international trips
• Communicate on behalf of supported professionals in a professional manner
• Utilize logs and tracking software for administrative tasks
• Ensure job tickets are correctly filled out before starting work
• Assess job requests and ensure completion throughout lifecycle
• Communicate with team, supervisor, or client on deadlines
• Meet deadlines for accepting, completing, and delivering work
• Troubleshoot basic equipment problems
• Develop training plans and process maps for the administrative operation
• Deliver training to a team of Admins
• Serve as SME and resource for junior employees
• Interact with clients in person, over the phone, via video or electronically
• Prioritize workflow and multi-task efficiently
• Perform quality assurance on own and others' work
• Answer telephone, emails, and place service calls when needed
• Use equipment and supplies cost-effectively
• Foster proactive service enhancement and client relationship building
• Adhere to company and client site policies

Skills

Calendar management

Travel coordination

Customer service

Communication

Discretion

Multi-tasking

Organization

Problem solving

Attention to detail

Independent work

Education

Associate degree or higher

Bachelor's degree preferred

Tools

MS Office

MS Excel

MS Word

PowerPoint

Job description

RR Donnelley seeks an experienced administrative professional to support executives with calendar management, travel planning, data entry, and confidential information oversight. The role requires strong MS Office skills, superb communication, and the ability to multitask in a fast-paced environment.

Hybrid role with three days on-site in Columbus per week. Candidates should demonstrate discretion, attention to detail, and the ability to work independently or as part of a team while meeting