Hybrid Executive Assistant

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