Sr. Admin Associate- M-F 8a-5p

Position summary

The Senior Administrative Associate (Dual) provides a variety of direct administrative support functions to a site, office and/or client, which may include tasks such as document processing, proofreading, expense reports, time entry, calendar and phone management, invoice entry, and opening client matters. The Senior Administrative Associate (Dual) will be a proven subject matter expert that will assist with training, operational process improvements, and provide thought leadership to the wider team of Admins.

Job qualifications

High school diploma or equivalent education

Minimum (3) years administrative support experience 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 (2) years or more. Formal education and/or training may be considered in lieu of experience

Advanced skills in the use MS Office software (Word, Excel, PowerPoint); strong keyboarding and typing skills

Familiar with other software programs for providing administrative support

Strong attention to detail; able to work on multiple projects simultaneously

Must have good organizational skills

Must be able to meet deadlines and complete all projects in a timely manner

Ability to handle sensitive and/or confidential documents and information

Ability to make independent decisions that conform to business needs and policy

Ability to troubleshoot complex or advanced tasks or concerns independently

Ability to discern when a problem or issue requires escalation to the 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): None

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, 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.

*Opening client matters and/or performing client conflict checks.

*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.

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

*Communicate with team members, lead, supervisor or client on job or deadline issues.

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

*Troubleshoot complex software or hardware problems.

*Answer telephone, emails, and place service calls when needed.

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

*Assist in developing training plans and process maps for the administrative operation

*Deliver direct support training plans to a team of Admins

*Serve as a subject matter expert and resource for junior direct support employees

Prioritize and manage workflow.

Perform quality assurance on own work and work of others.

Train junior staff members, as needed.

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.

Use equipment and supplies in a cost-efficient manner.