Career Opportunities >> Administrative Assistant
Administrative Assistant
Summary
Title:Administrative Assistant
ID:2261
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 Administrative Assistant will provide direct administrative support to Managing Directors and Associate Directors of OAPC while fostering team communication, providing cross-training for back-ups, and partnering 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

Administrative Assistance

  • Demonstrate professionalism and courtesy in representing the Managing Directors and Associate Directors, through interaction with top level executives, fund managers, principals, consultants, and fellow employees.
  • 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.
  • Organize all aspects of travel arrangements, including out of town meetings and private aircraft travel; handle all logistics for the trip and create trip itineraries.  Coordinate travel with other executives, Managing Directors, and their assistants.
  • Schedule appointments and maintain computerized calendar system; maintain and update electronic contacts; may monitor Managing Director’s incoming emails to ensure necessary follow up, set up conference calls and coordinate meeting arrangements; greet visitors; keep daily schedules on track; rearrange calendar and prioritize requests.
  • Complete expense reports.
  • Thoroughly screen and manage incoming OAPC telephone calls, electronic and paper mail, taking initiative to handle inquiries from inception to completion without direct supervision; provide information, follow through and author correspondence independently as appropriate, and/or direct inquiries to proper team members.  Forward relevant correspondence and calls to the appropriate Managing Director within the group.  May monitor voicemail messages and take appropriate follow through steps.
  • Perform a variety of administrative functions: prepare correspondence, reports, and memos; maintain existing and create new files; send faxes, letters, and emails on behalf of those they are providing support to.
  • 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.  Serves as the primary back-up to the  lead for the document management system.
  • Collaborate with OAPC Executive Assistants to prepare for and host the OAPC annual meeting and other OAPC sponsored events.  Assignments may include: sending invitations, tracking and following up on RSVPs, and disseminating information to all meeting participants.
  • Participates in training and remains up-to-date on compliance related matters associated with OAPC.
  • Work with other OAPC administrative staff to assist in coordination of special projects.
  • Provides back-up support for all other OAPC Executive and Administrative Assistants.
  • Perform other miscellaneous projects and duties as requested.
Elements of Success
  • Associates Degree or equivalent experience.
  • Greater than 2 years of relevant work experience.
  • 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) preferred.
  • Experience in planning and hosting corporate events preferred. 
  • Excellent verbal and written communications.  Accurate grammar, spelling, typing, data entry and calculations.  Clear, confident and friendly voice tone over phone and in person.
  • Presentation of personal demeanor which is professional, credible, mature, courteous, and gracious.  Polished yet personal approach and style. 
  • Excellent organization skills with ability to initiate, prioritize, follow through on projects, work independently, and be self-directed.  Work with little to no supervision or direction.
  • Proven ability to multi-task and manage competing priorities.
  • 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 input from others.  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.
  • Ability to interface effectively with all levels of management, clients, vendors and coworkers in a highly professional manner; the highest level of confidentiality must be exercised at all times.
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