About this role
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