Executive Admin (39747)

RR Donnelley & Sons New York, NY
RR Donnelley is looking for a dynamic individual for our current Administrative Assistant Floater opening in New York. This is an exciting role that is ideal for someone who thrives in a changing environment and who likes to be on the move. The Floater will travel between 5 offices in the New York City area to include Midtown & Downtown. The position also requires travel to Westchester County when needed. The hours would vary depending on business needs but will vary from the core hours of 8:30am-6pm.

Candidates should also have a strong client services background which will help foster a welcoming and professional environment in a high profile position. Responsibilities include:

Essential Functions:

* Support a senior/high profile individual or a team in terms of general office related and administrative duties such as monitoring and ordering standard office supplies; collating and assembling documents; accepting and delivering interoffice correspondence and reports.

* May also attend meetings and take and distribute minutes; schedule appointments and maintain manager's calendars; screen calls and visitors

Coordinate all aspects of travel, inclusive of flights (global and domestic), hotels, and ground transportation

* Prepare and submit expense reports; reconcile payments with corporate card

* Phone coverage and take detailed messages, respond to inquiries on behalf of manager as appropriate

* Coordinate meetings (calendar management for global time zones) inclusive of conference rooms, catering, audio/multi-media set up

* Process check requests for payment of invoices as needed

* Troubleshoot desktop, printers, blackberry, and other mobile electronics

* Provide backup support for colleagues during vacation/sick days, and assist their executives as needed

* Manage sending and receipt of mail; sort and distribute incoming mail

* Prepare and mail all US/UPS/FedEx packages

* Order office supplies

* Oversee all administrative aspects of seminars including registrations, confirmations, certificates, badges

* Assist with visitor passes

* May be called upon to assist with special projects

Required Skills

Qualifications/Requirements:

* Legal or Financial experience is a must with preferably 7-9 years of related job experience

* Excellent written, verbal, and interpersonal communication skills

* Flexibility with being mobile with as much notice as possible

* Advanced proficiency with Microsoft Word, Excel is required

* Must have specialized or in-depth knowledge, expertise and skills in the area of responsibility essential to execute functional objectives

* Strong planning and decision-making skills to develop and implement office programs

* Good judgment and problem-solving skills

* Enthusiastic team player with a positive attitude who works well with others

* Strong ability to be resourceful, take initiative, and be proactive

* High School Diploma required; college or business school desirable

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