Administrative Supervisor
Location:
New York, New York
Posted:
October 11, 2016
Position Type:
Full Time
Category:
Customer Service
Reference:
205036

 

The Supervisor manages the administrative activities of the Firm through scheduling and coordinating projects and special assignments from upper management with subordinate staff, as well as overseeing a staff of 35+ Administrative Assistants in NYC, and virtually in Phoenix and other US locations. Assignments generally involve work of a confidential nature and require knowledge of the practices and procedures of the function, company products, policies and programs. Position calls for initiative, independence, and compliance.

 

 

Responsibilities:

 

 

  • Supervise and manage staff of 35+ Administrative Assistants to include scheduling, payroll, employee relations, annual reviews, etc.
  • Direct the work of the administrative professional staff ensuring efficiency through effective utilization of assigned resources, evaluating and updating office procedures and devising alternative methods to improve workflow
  • Coordinate and oversee the day-to-day operations of the group, assign work regularly, monitor and review process and accuracy of work and provide technical guidance on more complex issues
  • Obtain and provide information related to short and long range objectives, policies, procedures and practices requiring detailed knowledge of department and/or company policies and procedures
  • Oversee business process analysis, reporting and control activities
  • Screen and interview job applicants and provide orientation and training of new employees: develop training opportunities for incumbents
  • Ensure team provides outstanding service to their Executives, while building strong relationships
  • Improve the processes and policies in support of organizations mission -- specifically, support better management reporting, information flow and management, business process and organizational planning
  • Manage and increase the effectiveness and efficiency of Support Services (HR), through improvements as well as coordination and communication between support and business functions • Play a significant role in long-term planning, including an initiative geared toward operational excellence
  • May be called upon to assist with administrative duties and special projects

Required Experience

 

  • 7-10 years of experience in a financial services environment preferred, specifically related to managing the administrative services function
  • Excellent written, verbal, and interpersonal communication skills
  • Ability to successfully lead a large team of staff in a complex, and demanding environment
  • Proficient with Microsoft Word, Excel is required
  • Strong planning and decision-making skills to develop and implement office programs
  • Strong leadership skills to train, mentor, provide work guidance
  • Good judgment and problem-solving skills
  • Strong attention to detail as well as solid organization/time management skills
  • Enthusiastic team player with a positive attitude who works well with others
  • Highly motivated, proactive and confident decision-maker and creative problem-solver
  • Detail oriented and focused on client service
  • Strong initiative and ability to start on tasks with minimal direct guidance
  • Excellent communication skills both verbal and written
  • Excels at operating in a fast paced environment
  • Excellent people manager, open to direction and collaborative work style and commitment to get the job done
  • At least 5 years of Secretarial or Administrative Assistant experience required
A little about us:
Join a company changing the fast-moving world of communications, where people like, link, pin, post and share. At RR Donnelley, we do it all.

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