Providing administrative support and reception services in a tax consulting firm located in Mülheim an der Ruhr. Managing office organization and communication while ensuring client satisfaction.
About the role
- Executive Assistant supporting high-level professionals at Williams Lea in Columbus. Responsible for administrative tasks, complex scheduling, and travel management.
Responsibilities
- 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.
- Complex calendar and meeting coordination including ability to make decisions on behalf of supported professional
- Complex travel bookings including ability to accurately plan multi-leg international trips
- Communicate and/or respond in effective and professional manner on behalf of supported professional
- 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 supervisor or client on job or deadline issues
- Meet contracted deadlines for accepting, completing, and delivering all work
- Troubleshoot basic equipment problems
- Assist in developing training plans and process maps for the administrative operation
- Deliver training plans to a team of Admins
- Serve as a subject matter expert and resource for junior employees
- Interact with clients in person, over the phone, via video or electronically in a professional and knowledgeable manner
- Prioritize workflow and efficiently multi-task
- Performs Quality Assurance on own work and work of others
- Answer telephone, emails, and place service calls when needed
- Use equipment and supplies in a cost-efficient manner
- 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
Requirements
- Associate degree or advanced degree preferred. Commensurate experience may be considered in lieu of education, based upon candidate’s overall employment history
- 5+ years’ experience supporting at the executive level 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 (3) years or more.
- Formal education and/or training may be considered in lieu of experience
- Excellent calendar management experience and skills, including the coordination of complex executive meetings
- Advanced in the use of MS Office software (Word, Excel, PowerPoint); strong keyboarding and typing skills; able to technically troubleshoot applicable software specific to the business/client
- Familiar with other software programs for providing administrative support
- Previous experience scheduling travel arrangement strongly preferred.
- Previous experience providing administrative support at the executive level preferred
- Ability to interact well with all levels of management
- Able to be trusted with highly sensitive and confidential information and handle with professionalism and discretion
- Strong attention to detail; able to work on multiple projects simultaneously with little to no errors
- Must have excellent organizational skills
- Must be able to meet deadlines and complete all projects in a timely manner and maintain professionalism and composure when working with immediate deadlines
- Able 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 effectively work independently with strong decision-making abilities with minimal supervision as well as the ability to work collaboratively as part of a team
- Ability to work in a fast-paced, high volume environment with efficient and effective multi-tasking skills
- 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 while remaining flexible, proactive, resourceful and efficient
- Proven customer service skills are required to create, maintain, and enhance customer relationships
Benefits
- Various health insurance options & wellness plans (Medical, Dental, Vision, Prescription Drug)
- 401k Retirement Savings Plan Including Employer Match
- Paid Time Off (PTO)
- Life Insurance
- Paid Parental Leave
- Short-term & Long-term Disability
- Healthcare & Dependent Care Flexible Spending Accounts
- Domestic Partner Coverage
- Commuter Benefits
- Legal Assistance
- Employee Assistance Program (EAP)
- Access to on-site Gym and Café
- Company Provided Parking
- Additional Employee Perks and Discounts
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