Senior Administrative Associate (Hybrid)

RRD; Wheeling (WV); On-site; USD 25,000 - 35,000; Full time

Benefits offered by this job

Medical coverage

Dental coverage

Vision coverage

Paid time off

401(k) with company match

Life insurance

Parental leave

Tuition assistance

Job summary

RRD is seeking a Senior Administrative Associate to deliver a range of administrative support at our Wheeling site. The role covers expense reports, time and invoice entry, calendar management, travel arrangements, and client matters, with opportunities to train others and improve processes.

You will act as a subject matter expert, ensure confidential information is handled properly, meet deadlines, and coordinate with teams and clients to keep operations running smoothly in a fast-paced

Qualifications

• High school diploma or equivalent education.
• 2 years administrative support experience in a professional organization, preferably in the legal or banking industry; or 1 year with Williams Lea client operation.
• Advanced MS Office skills (Word, Excel, PowerPoint); strong keyboarding and typing; able to troubleshoot software.
• Familiar with other software programs for administrative support.
• Strong attention to detail; able to multi-task and meet deadlines.
• Ability to handle sensitive/confidential documents with professionalism and discretion.

Responsibilities

• Answer phone lines and provide customer service; data entry for expenses/time/invoices; scheduling of meetings, conferences, and travel.
• Edit/transcribe documents and manage calendars and reservations; create and manage logs for expenses, time, and invoices.
• Oversee confidential company information, including distribution lists and client/employee data.
• Ensure job tickets are properly filled out and tasks completed throughout lifecycle.
• Train and mentor Admins; act as SME; interact with clients via various channels.

Skills

Customer service

Time management

Attention to detail

Communication

Multitasking

Education

High school diploma or equivalent

Tools

MS Office

Tracking software

Job description

RRD is a leading global provider of marketing, packaging, print, and supply chain solutions that elevate engagement across the complete customer journey. The company offers the industry’s most trusted portfolio of creative execution and world-wide business process consulting, with services designed to lower environmental impact. With 22,000 clients, including 93% of the Fortune 100, and 32,000 employees across 28 countries, RRD brings the expertise, execution, and scale designed to transform customer touchpoints into meaningful moments of impact.

RRD is a leading global provider of marketing, packaging, print, and supply chain solutions that elevate engagement across the complete customer journey. The company offers the industry’s most trusted portfolio of creative execution and world-wide business process consulting, with services designed to lower environmental impact. With 22,000 clients, including 93% of the Fortune 100, and 32,000 employees across 28 countries, RRD brings the expertise, execution, and scale designed to transform customer touchpoints into meaningful moments of impact.

Job Description

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.

(* 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

Qualifications

• 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

Additional Information

The rate of pay for this role at the noted RRD location is $18.22-25.53/ 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. 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.

#WLWV

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.

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