Lead Administrative Associate (Hybrid)

Company Description

RRD provides marketing, packaging, print, and business services to the world’s most respected brands. The company’s proprietary technology, advanced data analytics, and expertise fuel organizational decision-making from strategy through execution, delivering sustainable solutions with the lowest possible environmental impact. Global organizations and regulated industries trust RRD to reduce complexity and drive audience connections across the entire customer journey.

Job Description

RR Donnelley is adding a Lead Administrative Associate to their Wheeling, WV team!

The Lead Administrative Associate is an experienced position providing exceptional customer service to our clients by delivering timely and accurate administrative support at an advanced level. This role is responsible for assessing, assigning, and performing administrative tasks such as document processing, proofreading, expense reports, time entry, calendar and phone management, invoice entry, and opening client matters. The Lead Administrative Associate has advanced ability to troubleshoot problems with software/hardware programs and/or team issues and provide instruction/training to others in the department. The role is responsible for the day-to-day production of work for a shift or site.

Job duties

(* denotes an “essential function”)

• *Intakes work requests from the client, including clarification of job instructions and negotiation of deadlines with the requester. Seeks alternate solutions to deadline requests, as needed

• *Prioritizes work requests across team and balances multiple projects based on experience and following established guidelines, especially when working with escalated deadlines or issues

• *Acts as a leading definitive resource for all questions relating to administrative support, document processing and quality assurance by the team

• *Assists the Supervisor or Manager in implementation of administrative and/or other procedures or systems such as timekeeping, managing PTO requests, running reports, etc.

• *Communicates regularly with the Supervisor or Manager on issues affecting capacity, response time, and/or technical issues relating to work requests

• *Identifies and corrects errors in output for any complex administrative tasks, functions, or business documents to ensure quality of return product to requesters

• *Detects formatting and compositional errors in documents; verifies citations are properly formatted, if applicable

• Performs quality assurance on own work and work of others.

• *Demonstrates proper professional expectations for team members when dealing with client requesters and client work requests, including meeting deadlines and delivering high-quality work

• *Responsible for development and delivery of on-going training of new and existing team members in existing processes, as well as new trends or processes for administrative work

• *Facilitates focus and coordination on and between shifts in the production of deliverables to the client to meet or exceed the client’s expectations for quality, timeliness, and service

• Communicates with manager and/or client on job or deadline issues in a timely and professional manner

• Facilitates team’s adherence to company policies (conduct, attire, performance, attendance)

• Works collaboratively, demonstrating open and flexible communication, within and across team members

• Contributes to recommendations for individual development goals, trainings, or performance expectations to Supervisor or Manager to enhance team skill levels and quality outputs

• *Performs work in administrative support, including, but not limited to, answering phone lines, providing customer service, supporting specialized projects using established procedures, standards, and formats to edit, proof, convert, create, transcribe or otherwise complete document production requests and data entry for expenses/time/invoices and other areas as needed

• Opens client matters and/or performs client conflict checks. 

• Handles sensitive and/or confidential documents and information appropriately

• *Utilizes appropriate logs and/or tracking software for all administrative support work.

• *Ensures that job tickets are properly filled out before beginning work.

• *Thoroughly assesses job requests and ensure appropriate completion of job tasks throughout task lifecycle.

• *Creates reservations/scheduling (meetings, conference rooms, A/V, hospitality, travel, concierge), docket management, document/email management, proforma review, new matter management.

• *Troubleshoot complex software or hardware problem