Administrative Associate - Monday - Friday - am - pm

Position summary

The Administrative Associate provides a variety of administrative support functions to a site, office and/or client, which may include tasks such as expense reports, time entry, invoice entry, calendar and phone management and opening client matters.

Job qualifications

High school diploma or equivalent education

Minimum (1) year administrative support experience in a professional organization, preferably in the legal or banking industry. Formal education and/or training may be considered in lieu of experience.

Skilled in the use MS Office software (Word, Excel, PowerPoint); strong keyboarding and typing skills. Basic knowledge of Microsoft Office suite

Familiar with other software programs for providing administrative support

Strong attention to detail with emphasis on accuracy and quality; able to coordinate across the team and work on multiple projects simultaneously while ensuring quality results. Excellent organizational skills

Ability to meet deadlines and complete all projects in a timely manner

Ability to handle sensitive and/or highly confidential documents and information with professionalism and discretion

Ability 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 maintain professional composure when working with immediate deadlines

Ability to work both independently and collaboratively as part of a team

Ability to work in a fast-paced environment

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

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: Lead Administrative Associate, Supervisor, Manager

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.

*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 on job or deadline issues

*Meet contracted deadlines for accepting, completing, and delivering all work

*Troubleshoot basic equipment problems

*Interact with clients over the phone, via video or electronically

Prioritize workflow

Performs Quality Assurance on own work and work of others

Answer telephone, emails, and place service calls when needed

Adhere to Williams Lea policies in addition to client site policies

Use equipment and supplies in a cost-efficient manner

R251001244