Senior Administrative Associate

RR Donnelley; West Virginia; On-site; USD 25,099 - 35,170; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) with company match

Life insurance

Disability insurance

Parental leave

Tuition assistance

Employee discounts

Job summary

RRD is seeking a Senior Administrative Associate to provide a range of site-level and client support, including expense reports, time and invoice entry, calendar and phone management, and client matter openings. This role requires a proven SME who will assist with training, process improvements, and guidance to a wider team of Administrators, all while handling confidential information with discretion and professionalism.

Schedule: Mon-Fri (8am-5pm).

Qualifications

• High school diploma or equivalent.
• Minimum 2 years administrative support experience in a professional organization.
• Advanced MS Office skills (Word, Excel, PowerPoint); strong typing; able to troubleshoot software.
• Familiar with other admin software for support tasks.
• Strong attention to detail; able to manage multiple projects simultaneously.
• Excellent organizational skills; able to meet deadlines.
• Ability to handle confidential documents with discretion and professionalism.
• Good judgment and problem-solving abilities; able to elevate issues when needed.
• Strong written and verbal communication; team collaboration.

Responsibilities

• Answer phone lines, provide customer service, edit/transcribe documents, data entry for expenses/time/invoices/other, and scheduling.
• Oversee confidential information including corporate card data, distribution lists, and client details.
• Use logs/tracking software for administrative tasks and ensure proper job tickets.
• Assess requests and ensure completion through lifecycle; communicate deadlines with team and clients.
• Meet contracted deadlines for accepting, completing, and delivering work.
• Troubleshoot basic equipment problems and support admin training plans.
• Develop and deliver training plans to a team of Administrators.
• Serve as resource for junior employees and interact with clients in various formats.
• Prioritize workflow and perform QA on own work and others’ tasks.

Skills

Customer service

Data entry

Time management

Communication

Detail oriented

Organizational skills

Problem solving

Team collaboration

Discretion

Multitasking

Tools

MS Office

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.

The Senior 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. The Senior Administrative Associate will be a proven subject matter expert that will assist with training, operational process improvements, and provide thought leadership to the wider team of Admins.

Schedule: Monday - Friday (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 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
• 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

• High school diploma or equivalent education
• Minimum (2) years administrative support experience 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 (1) year or more. Formal education and/or training may be considered in lieu of experience
• 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
• Strong attention to detail; able to work on multiple projects simultaneously
• Must have good organizational skills
• Must be able 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
• 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 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

The rate of pay for this role at the noted RRD location is $18.22-25.53/ hour. Typically, roles follow stepprogressions 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.

RRD is an Equal Opportunity Employer, including disability/veterans