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Hybrid Executive Assistant
Hybrid Executive AssistantWilliams Lea Group Limited • Columbus, OH, United States
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Hybrid Executive Assistant

Hybrid Executive Assistant

Williams Lea Group Limited • Columbus, OH, United States
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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
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