Legal Administrative Associate

RR Donnelley & Sons; Fort Lauderdale (FL); Hybrid; USD 30,000 - 31,000; Full time

Job summary

RR Donnelley & Sons is seeking an Administrative Associate to provide wide-ranging administrative support across a site, office, and/or client settings. The role includes expense reporting, time entry, invoice processing, calendar management, and client communications.

The position operates on a hybrid schedule (2 days remote, 3 days in office) with an emphasis on accuracy, efficiency, and confidentiality. The ideal candidate has a high school diploma, strong MS Office skills, and the ability to

Qualifications

• High school diploma or equivalent.
• Minimum 1 year administrative support experience in a professional organization (legal or banking preferred).
• Proficient with MS Office; strong typing and keyboarding skills.
• Familiar with other administrative software; ability to coordinate across teams.
• Detail oriented with the ability to manage multiple projects and meet deadlines.
• Ability to handle confidential information with discretion.
• Good judgment to align with business needs and policy.

Responsibilities

• Provide administrative support including expense reports, time entry, and invoice entry.
• Calendar and phone management; scheduling meetings and coordinating travel as needed.
• Communicate with team members, supervisors, or clients to meet deadlines.
• Ensure accuracy and quality of work through QA and attention to detail.
• Handle confidential information with professionalism and discretion.
• Interact with clients via phone, video, or email as required.
• Maintain professional conduct in a fast-paced environment.
• Support multiple projects and prioritize workload effectively.

Skills

MS Office

Typing

Attention to detail

Communication

Customer service

Time management

Discretion

Teamwork

Problem solving

Education

High school diploma

Tools

MS Office Suite

Expense/invoicing software

Job description

Company 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

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.

Shift: Monday-Friday8:30am-5:30pm, 2 days remote, 3 days in office

(* 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

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

• 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 salary range for this role at the noted RRD location is $21.81 / hour. Starting pay decisions are determined based on multiple factors including but not limited to relevant education, qualifications, skills, experience, certifications, proficiency, performance, shift, location, and other business needs. 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.

All employment offers are contingent upon the successful completion of both a pre-employment background and drug screen.

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.