The Opportunity
If you have a passion for administrative and office support, event coordination, and hospitality, then our Administrative Assistant role is an intriguing position to consider!  Full-time, hourly/non-exempt, reports to the Executive Assistant to the COO of RDV Corporation.

Culture and Work Environment
Positive and service-oriented team environment providing a variety of work tasks, demands close attention to detail, and coworkers who laugh and have fun together planning and executing high impact and sometimes high profile, yet personal events. Professional business office with high touch progressive service philosophy.

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, trustworthy, and the best at what we do.

Duties and Responsibilities 

Event Planning and Coordination

• Work closely with the Executive Assistant to the COO on assembly, council, committee, and other meetings. This includes board room preparation/clean up: loading and unloading the dishwasher, assembling and distribution of materials, arranging for catering and flowers, ordering and picking up beverages and other items.
• Coordinate and facilitate events (events will take place in the evening and/or weekends in addition to during regular work hours). Assist with planning and coordination of events as requested with exemplary attention to detail and the highest standards for all aspects of the event.
• Communicate with and coordinate outside vendors and service providers.
• Assist with special projects relating to events, including pre- and post-event kits, communication, supply ordering, and research.
• Create travel itineraries and schedule hotel, ground, and air transportation for family, speakers, and staff.
• Compose swag bag proposals, order all aspects of gifts, assemble and distribute to family members.
• Provide general event support and coordination to the Lifelong Learning Specialist on meetings, retreats, and other Lifelong Learning events.

Administrative and Office Coordination

• Perform a variety of administrative functions, including typing correspondence, reports, notes, and memos; complete expense reports; send emails, draft letters and memoranda from rough notes or general instruction; compose original correspondence as appropriate.
• Update and distribute a variety of documents and reports, such as the directory, space usage charts, employee counts, etc.
• Schedule appointments, maintain calendar, and set up conference calls.
• Maintain logos and supplies in several forms, including relevant documents.
• Order and stock office supplies, coffee, coffee supplies, paper products, beverages, food/snacks, medical supplies, and other products.
• Maintain orderliness of kitchen, including loading/unloading dishwasher, etc.
• Schedule use of conference rooms; set up/tear down meeting requirements, including coordination of refreshments, special meal requests, and equipment.
• Open the executive offices each morning.

Other Supportive Services

• Create and maintain general business as well as personal files for the COO.
• Order and pick up beverages and meals upon request.
• Serve as primary back-up to Receptionist.
• Run errands as requested.
• Handle multiple priorities and deadlines with excellent follow through and confidentiality.
• Perform special projects as requested.

Elements of Success

• Associate’s degree or two years of college education required; Bachelor’s degree preferred.
• Experience performing administrative support or clerical work in a highly professional, fast-paced corporate office.
• Experience in event coordination.
• Excellent organizational skills with ability to initiate, prioritize, follow through on projects, work independently, and be self-directed.
• An attitude of striving to exceed expectations and a personal demeanor of flexibility and graciousness are essential.
• Excellent communication, English grammar, spelling, punctuation, and composition skills.
• Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and Internet research and product ordering.
• Ability to interface effectively with all levels of management and high-profile community leaders in a professional manner; the highest level of confidentiality must be exercised at all times.

Additional Requirements

• Must be able to work evenings and weekends as required.
• Occasional regional travel required; as a result, a valid driver's license is required.