Career Opportunities >> Administrative Assistant
Administrative Assistant
Title:Administrative Assistant
Job Type:Full-time/non-exempt (salaried)
Company:Ottawa Avenue Private Capital (OAPC)
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.
This opening is closed and is no longer accepting applications
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