Career Opportunities >> Executive Assistant/Travel Coordinator
Executive Assistant/Travel Coordinator
Summary
Title:Executive Assistant/Travel Coordinator
ID:2289
Job Type:Full-time/non-exempt (salaried)
Company:Ottawa Avenue Private Capital (OAPC)
Description
The Opportunity
Ottawa Avenue Private Capital (OAPC), an affiliate of RDV Corporation, is a registered investment advisor with the U.S. Securities and Exchange Commission. OAPC manages an alternative asset portfolio that specializes in private equity, offering clients a single access point to top-tier middle-market Private Equity Sponsors across private equity, private credit, and secondary strategies. OAPC continues to experience rapid growth, creating a fast-paced and dynamic work environment for its employees.


The Executive Assistant will provide primary administrative and executive support to the OAPC Chief Financial Officer and Managing Directors.  The Executive Assistant will foster team communication, provide cross-training for back-ups, and partner with other Executive and Administrative Assistants on calendaring, travel, and projects.

Culture of Care
At RDV Corporation, we recruit only the most talented people who are highly capable, energetic, positive, results focused, and who naturally contribute to a premier service-oriented culture. In turn, our employees experience competitive compensation and comprehensive benefits programs that enhance their lives and experiences. They also enjoy a workplace that is meaningful, engaging, and collaborative; a place where they can grow their career in the vibrant heart of downtown Grand Rapids, MI.

Duties and Responsibilities

Executive Assistance:

  • Demonstrates professionalism and courtesy in representing OAPC through interaction with top level executives, OAPC investors, fund managers, principals, consultants, and fellow employees.
  • Handles multiple priorities and deadlines with exemplary follow through and confidentiality.
  • Exhibits foresight and initiative in recognizing potential problems, needs and/or inefficiencies, and pro-actively proposes alternative, creative, and innovative ways to best accomplish superior outcomes.
  • Schedules appointments and maintains computerized calendar system; sets up conference calls and coordinates meeting arrangements; greets visitors; keeps daily schedule on track; rearranges calendars and prioritizes requests.
  • Organizes all aspects of travel arrangements for out of town meetings; domestic and international commercial flights and all logistics for the trip including creating trip itineraries.  Coordinates travel with other executives and their assistants.
  • Completes expense reports and manages assigned quarterly billings.
  • Posts and maintains information in customer relationship management (CRM) system, document management system, and intranet/portal including shared contacts, industry conferences, meeting notes, and correspondences.
  • Performs a variety of administrative functions, prepares correspondence, reports, and memos; maintains existing and creates new files; sends faxes, letters, and emails on behalf of the executives.
  • Works closely with other Executive and Administrative Assistants on all peripheral duties in connection with OAPC’s annual meeting, including but not limited to participants’ travel information, hotel accommodations, ground transportation, catering, and dissemination of information to meeting participants.
  • Works with other OAPC administrative staff to assist in coordination of special projects.

Financial Data Administration:

  • Document Management – Assists in the electronic filing of applicable documents into the document management system, which is utilized by the team to profile, maintain, organize, and recall files.
  • Training – Responsible for training interns and investment analysts on Document Management procedures.
  • Data Entry – Accurately compiles, verifies, and enters financial data required for investment monitoring and maintenance of investment systems.
  • Assists with special projects as assigned.
Elements of Success
  • College degree or completion of a professional executive assistant training program.
  • Minimum of 7 years of work experience in a professional corporate environment required. 
  • Flexible availability.  Position requires ability to be attentive to urgent matters before and after hours and occasionally respond to requests on weekends.
  • Interest in or knowledge of financial markets and/or legal field desirable.  Some background in or exposure to accounting, banking, legal and/or finance helpful.
  • Experience arranging sophisticated travel (domestic and International) and corporate events.
  • Ability to build professional relationships with executive and administrative support staff or other key contacts of potential or existing clients both domestically and internationally.   
  • Ability to interface effectively with all levels of management, clients, vendors and coworkers in a highly professional manner.
  •  Excellent organizational skills with ability to initiate, prioritize, follow through on projects, work independently and be self-directed.
  • Ability to work with little to no supervision or direction.
  • Excellent verbal and written communications.  Accurate grammar, spelling, typing, data entry and calculations.  Clear, confident and friendly voice tone over phone and in person.
  • Personal demeanor which is professional, credible, mature, courteous, and gracious.  Polished yet personal approach and style. 
  • Works quickly and efficiently with calm demeanor.  Exudes confidence in ability to handle all situations and requests.  Uses discretion and sound judgement on when to handle directly and what items require executive input.  Consideration and poise to interrupt meetings and working sessions to prioritize demands.
  • Leads with a servant heart.  Demonstrates willingness and positive attitude consistent with top level customer service.
  • Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and Internet research.
  • The highest level of confidentiality must be exercised at all times.

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