Career Opportunities >> Administrative Assistant
Administrative Assistant
Summary
Title:Administrative Assistant
ID:2242
Job Type:Full-time/non-exempt (salaried)
Company:Ottawa Avenue Private Capital (OAPC)
Description
The Opportunity
This full-time position is responsible for providing administrative/personal assistance to the CEO and his extended family. They will also serve as a back-up to the Director, Executive Administration. 

Culture of Care
As an employee of RDV Corporation, you will experience a workplace that is founded on the respect and well-being of others – our employees, their families, and the families that we serve. Located in the heart of downtown Grand Rapids, we are a team of highly competent professionals who are gracious and trustworthy.

Duties and Responsibilities

Administrative Support

  • At the direction of the Director, Executive Administration the Administrative Assistant will handle multiple priorities and deadlines with exemplary follow through and confidentiality.
  • Proactively looks for, suggests, and acts on alternative, creative, and innovative ways to best accomplish superior outcomes.
  • Exhibits foresight and initiative in recognizing potential problems, needs, and/or inefficiencies and pro-actively develops and proposes solutions.
  • Schedules appointments; sets up conference calls and videoconference meetings, coordinates meeting arrangements, sets-up and tears down meeting rooms as needed and greets visitors.
  • Receives and screens incoming phone calls; provides information when appropriate and/or directs inquiries to the proper channel.
  • Performs a variety of administrative functions, including typing of correspondence, reports, notes, and internal memos; draft letters and memos from rough notes or general instruction; composes original correspondence when necessary; receives and summarizes incoming mail; prepares expense reports.
  • Assists with researching and coordinating business and personal travel arrangements for the CEO and the CEO’s extended family; maintains detailed itineraries.
  • Updates and maintains contact lists, board lists, and other documents and systems as required.
  • Communicates with and coordinates outside vendors and service providers.
  • Researches assigned topics and communicates findings to the Director, Executive Administration.
  • Creates and maintains general business files.
  • Orders and picks up beverages and meals as requested.
  • Runs errands as requested.
  • Assists Director, Executive Administration with special projects as requested.

Personal Assistant

  • Assists the Director, Executive Administration with coordinating and carrying out plans for any social events/dinner parties including food and beverage requirements, floral arrangements, etc.  Researches and suggests specialty items for events; i.e. custom cookies, chocolates, decorations, etc.
  • Works with Properties Manager to coordinate activities of outside service providers and vendors; ensures that all services are carried out in a timely and cost-effective manner.
  • Assists with various aspects of gift giving and Christmas card selection and mailing.  Maintains an electronic file of gift distribution and address/telephone list of family members, friends, and staff.
  • Establishes a positive and cooperative working relationship with reliable vendors and suppliers.
  • Distributes invoices received for approval by appropriate person.
  • Oversees organizing and maintaining a variety of information and documents for the household and family members including passports.  Assists in making personal travel arrangements for travel involving female head of household and/or family members. 
  • Runs errands as requested.
  • May perform or assist with special projects as requested by heads of household.
Elements of Success
  • Associate’s degree required; Bachelor’s degree preferred.
  • A minimum of 5 years of experience as an administrative assistant in a highly professional, fast-paced, corporate environment.
  • Experience performing various support duties; strong customer service experience preferred.
  • Experience assisting with travel arrangements.
  • Event planning experience preferred.
  • Demonstrated proficiency in Microsoft Office software, including experience conducting internet research.
  • Working knowledge of office machines and equipment (copier, printer, fax, postage meters, phone/video conferencing technology, etc.).
  • Flexible and self-starter; able to prioritize tasks and work efficiently, while being highly detail-oriented and thorough; sense of urgency in completing tasks in a timely manner.
  • Ability to effectively interact with all levels of management, including executive leadership, in a professional and highly confidential corporate environment.
  • Personal demeanor which is professional, mature, courteous, cheerful, outgoing, and gracious.
  • Ability to be flexible in working additional hours if requested, in addition to normal work week schedule, in order to provide event support or meet critical project deadlines.

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