The posting
Position summary
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.
Location: Columbus, OH Schedule: Mon-Fri; 8:30am - 5:30pm EST Pay: $30.75 - $31.50/hour
Benefits:
- Various health insurance options & wellness plans (Medical, Dental, Vision, Prescription Drug)
- 401k Retirement Savings Plan Including Employer Match
- Paid Time Off (PTO)
- Life Insurance
- Paid Parental Leave
- Short-term & Long-term Disability
- Healthcare & Dependent Care Flexible Spending Accounts
- Domestic Partner Coverage
- Commuter Benefits
- Legal Assistance
- Employee Assistance Program (EAP)
- Access to free on-site Gym
- Onsite Café
- Company Provided Parking
- Additional Employee Perks and Discounts
Job duties
(* denotes an “essential function”)
■ *Utilize appropriate logs and/or tracking software for all administrative support work
■ *Thoroughly assess job requests and ensure appropriate completion of job tasks throughout task lifecycle
■ *Perform work in administrative support, including, but not limited to, answering phone lines, providing customer service, editing documents for communications/memos/presentations, data entry for expenses/time/other, creating reservations/scheduling (meetings, conference rooms, A/V, hospitality, travel, concierge), content/asset management, records or other research, high volume mail support
■ *Use established procedures, standards and formats to complete administrative requests to client satisfaction
■ *Communicate with team members, lead, supervisor or client on job or deadline concerns
■ *Meet contracted deadlines for service delivery to our clients
■ *Troubleshoot basic software or hardware problems
■ Help to foster a proactive environment of continuous service enhancement and relationship building with the client
■ Perform quality assurance on work of others, as requested
■ Adhere to Williams Lea policies, in addition to client policies
■ Use equipment and supplies in a cost efficient manner
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 escalate 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
Supervision
- Number and title(s) of direct reports (if any): N/A
- Received, internal: Account Manager, Senior Account Manager or above
- Received, external: Vice President, Sr. Vice President, COO, CEO
Job relationships
- Internal: This position works closely with administrative associates and administrative services team members
- External: Clients
Job duties
- (* 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
