RR Donnelley Executive Admin in New York, New York

Executive Admin

Tracking Code

36122

Job Description

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

Job Location

New York, New York, United States

Position Type

Full-Time/Regular

Employee Referral Bonus eligible

No