Document Production Supervisor (Secretariat Services)

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

Position Summary

The Document Production Supervisor is responsible for overseeing day-to-day document production and secretariat support services, ensuring high-quality, timely delivery aligned to client expectations. This role leads and develops a small onsite team while serving as the primary point of contact for the client, driving operational excellence, consistency, and continuous improvement.

The supervisor operates as a hands-on, working manager, providing direct production support as needed while managing workflows, quality standards, and team performance.

The role also supports executive and governance-related activities, including preparation and coordination of materials, and plays a key role in enhancing processes, communication, and overall service delivery through effective stakeholder engagement and use of technology.

Job Duties

• Supervise day-to-day work assignments across document production and secretariat support services, ensuring timely and accurate completion of requests
• Ensure quality service delivery through adherence to standard operating procedures, service expectations, and performance metrics; drive consistency and standardization
• Act as primary onsite contact for the client, building strong relationships and supporting evolving service needs
• Manage client inquiries and escalations, providing timely resolution and implementing solutions to prevent recurrence
• Oversee team development, including onboarding, training, mentoring, and ongoing performance support
• Enable team performance through clear priorities, regular communication, and structured feedback
• Manage workflow and staffing volumes, allocating resources effectively to meet demand and optimize productivity
• Oversee preparation and coordination of executive and governance materials, including agenda support, document production, formatting, version control, and timely distribution
• Support governance workflows, including tracking approvals, maintaining records, and ensuring accuracy and confidentiality of sensitive materials
• Drive process improvements, identifying opportunities to enhance efficiency, ways of working, and communication
• Drive adoption of standardized templates, procedures, and best practices across the team
• Partner with client and internal teams to improve workflow tools, technology usage, and service delivery
• Oversee QA/QC processes, ensuring high-quality, consistent outputs across all deliverables
• Serve as escalation point for team issues and defined workstreams
• Complete required administrative and operational reporting in line with established standards
• Maintain understanding of client business needs and identify opportunities to enhance service delivery
• Foster cross-training and teamwork to support service flexibility and performance
• Operate as a working supervisor, providing hands-on support to manage workload and maintain service levels
• Support client-defined initiatives and continuous improvement efforts

Qualifications

• Bachelor’s degree or equivalent experience required
• 2+ years’ supervisory experience, preferably within legal, banking, financial services, or large corporate environments
• 3+ years’ experience in document production, word processing, or executive/secretariat support services preferred
• Advanced MS Office skills with ability to produce, format, and manage complex documents and presentations
• Strong grammar, editing, and proofreading skills
• Demonstrated ability to manager teams, drive performance, and foster a culture of quality and continuous improvement
• Strong client service and stakeholder management skills, with ability to engage effectively in executive-facing environments
• Ability to manage multiple priorities in a fast-paced, deadline-driven environment
• Excellent written and verbal communication skills
• Detail-oriented with ability to handle sensitive and confidential information
• Self-motivated with sound judgment and decision-making capability
• Experience with workflow tools and document technologies preferred
• Ability to operate as a hands-on, working supervisor supporting production as needed

Additional Information