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:
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Various health insurance options & wellness plans (Medical, Dental, Vision, Prescription Drug)
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401k Retirement Savings Plan Including Employer Match
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Paid Time Off (PTO)
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Life Insurance
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Paid Parental Leave
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Short-term & Long-term Disability
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Healthcare & Dependent Care Flexible Spending Accounts
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Domestic Partner Coverage
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Commuter Benefits
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Legal Assistance
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Employee Assistance Program (EAP)
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Access to free on-site Gym
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Onsite Café
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Company Provided Parking
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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
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Associate degree or advanced degree preferred. Commensurate experience may be considered in lieu of education, based upon candidate’s overall employment history
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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
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Excellent calendar management experience and skills, including the coordination of complex executive meetings
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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
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Familiar with other software programs for providing administrative support
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Previous experience scheduling travel arrangement strongly preferred.
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Previous experience providing administrative support at the executive level preferred
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Ability to interact well with all levels of management
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Able to be trusted with highly sensitive and confidential information and handle with professionalism and discretion
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Strong attention to detail; able to work on multiple projects simultaneously with little to no errors
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Must have excellent organizational skills
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Must be able to meet deadlines and complete all projects in a timely manner and maintain professionalism and composure when working with immediate deadlines
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Able to exercise good judgment to make decisions that conform to business needs and policy
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Good problem-solving skills, with the ability and understanding of when to escalate a problem to a supervisory level
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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
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Ability to work in a fast-paced, high volume environment with efficient and effective multi-tasking skills
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Ability to communicate professionally both verbally and in writing
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Demonstrate proficiency in using equipment/technology/software and hardware necessary to perform job functions
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Must be self-motivated with a positive attitude while remaining flexible, proactive, resourceful and efficient
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Proven customer service skills are required to create, maintain, and enhance customer relationships
Supervision
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Number and title(s) of direct reports (if any): N/A
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Received, internal: Account Manager, Senior Account Manager or above
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Received, external: Vice President, Sr. Vice President, COO, CEO
Job relationships
- Internal: This position works closely with administrative associates and administrative services team members
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External: Clients
Job duties
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(* 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
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Prioritize workflow and efficiently multi-task
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Performs Quality Assurance on own work and work of others
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Answer telephone, emails, and place service calls when needed
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Use equipment and supplies in a cost-efficient manner
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Help to foster a proactive environment of continuous service enhancement and relationship building with the client
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Adhere to Williams Lea policies in addition to client site policies
