What are the responsibilities and job description for the Administrative Associate - Monday - Friday - 11:00 am - 8:00 pm position at Williams Lea?
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
