Receptionist/Administrative Assistant

  • Full Time
  • Part Time
  • Palo Alto
  • Salary: N/A

Website RR Donnelley

Full Job Description

Are you a customer focused, outgoing and organized office administrative professional looking to take your career to the next level with a fortune 500 company?

RR Donnelley is looking for a dynamic individual to join our office service team in the Receptionist/Administrative Assistant role. This individual should be someone who has a desire to learn the various roles associated with being part of an Office Services team in a corporate financial services setting. Candidates should also have a strong client services background which will help foster a welcoming and professional environment, working in a high-profile position. The core role of the role is responsible for efficiently handling of all day to day site activities including special events and Firm-wide initiatives, activity reporting and tracking, supply orders, office moves, special request and critical support systems. This role will support various services of the business unit which include, but are not limited to supporting office facility services, reception, conference room services, mail services and administrative responsibilities.

Shift: Monday to Friday: 7:45 a.m. to 5:00 p.m.

  • Provide premiere service to clients with a “can do” attitude
  • Meet and greets clients and visitors as needed
  • Maintains calmness, with a sense of urgency, when informing site manager and regional VP of emergency situations, unexpected vendors, unusual site activity, and any unsafe conditions.
  • Monitor pedestrian traffic and assist clients and guests as needed.
  • Act as an operations hub for business unit information receiving and distribution between Corporate Services team, clients, and building staff.
  • Monitor email activity on the Corporate Services shared email account and respond quickly.
  • Calendar management of all department conference rooms
  • Maintains a clean and aesthetically pleasing reception area
  • Answer telephones and transfer to appropriate staff member or Client Services call center
  • Perform general administrative duties to include but not limited to: data entry, calendar management, and acknowledging emails in a timely manner
  • Activates new and temporary security cards and requests badge access
  • Guards against social engineering attempts
  • Enters facilities service requests through the Metrics system
  • Sort all incoming mail and packages Coordinate Corporate Services escort for expected and unexpected vendors
  • Updates and maintains café guest list
  • Prepare expense reports for business unit associates and assistants.
  • Provide support for project based work including new hire welcome packets, orientation supply ordering, pantry supply ordering etc.
  • Other tasks as assigned

Required Skills

  • Must have excellent oral and written communication skills sufficient to provide routine information, answer inquiries and/or refer calls.
  • Requires good organizational skills, attention to detail and ability to solve problems related to duties of the job.
  • Candidate background should include hoteling, hospitality, customer service, or reception.

Required Experience

  • High School Diploma or GED with minimum 1 year of relevant administrative/operational support experience in an office environment
  • OR demonstrated ability to meet the job requirements through a comparable number of years of work experience
  • Must have solid working knowledge of the MS Office suite and spreadsheets or other programs related to administrative support, such as Concur.
  • Requires good knowledge of general/standard administrative operations procedures and methods to successfully complete the duties of the job
  • Candidate background should include hoteling, hospitality, customer service, or reception.