Career Opportunities >> Personal Assistant
Personal Assistant
Summary
Title:Personal Assistant
ID:2299
Location:Grand Rapids, MI
Job Type :Full-time
Company:RDV Staffing
Description
The Opportunity
The Personal Assistant provides personal and other administrative support services related to planning, scheduling, and correspondence for the Female Principal and her personal, social, and civic involvement, household, staff, and family.  Supervises the personal and administrative support services employees including the Family Assistant and Administrative Assistant.

Culture of Care
RDV Staffing provides domestic, household and property related positions predominately in West Michigan. We recruit only the most skilled and dedicated people who are service-oriented, collaborative, adaptable, and who possess the highest level of integrity. Our employees experience a meaningful workplace where they can make a valuable and appreciated impact in the household(s) that they serve. Full-time employees of RDV Staffing are eligible for a robust healthcare program, 401(k) plan with a generous 7.5% match, time off, and other meaningful benefits.

Duties and Responsibilities

Scheduling & Personal Assistance  

  • Maintains Principal’s personal schedule with accuracy and completeness, working closely with all related team members and other resources as needed to coordinate her schedule effectively, including:
    • Schedules all business and personal appointments and meetings. 
    • Works and communicates closely with the employee(s) of the Male Principal regarding his calendar, appointments, travel, and other scheduling details to ensure their schedules work together cohesively.  
  • Actively involved in keeping the family calendar up to date.  Works closely with the Administrative Assistant to complete necessary tasks related to all events including in-town reservations, tickets, transportation, etc.  Keeps track of the adult children’s scheduling items through Family Assistant; adding them to the calendar as necessary and ensuring all aspects are communicated appropriately.   
  • Works closely with the Family Chef on the family’s schedule, and orders supplies as needed.
  • Maintains property schedules and works with Property Managers in all locations to coordinate travel and occupancy details for all family residences, vacation, and rental locations.
  • Assists with coordinating family schedules with the Executive Protection Group (EP) and works closely with the EP regarding first aid and CPR coordination.
  • Works closely with Administrative Assistant to ensure all aspects of family/personal travel are coordinated and communicated.  May assist with passports, renewals and visas for family and close acquaintances.
  • Keeps track of all invitations and RSVPs associated with events.  Works with Principal to determine attendance and accepts or declines attendance/participation for Principal.  
  • Reads through incoming mail, follows through on correspondence independently as appropriate and forwards the sorted mail daily to Principal for review. On behalf of Principal, may prepare, as necessary, personal correspondence, such as emails, letters and notes. 
  • Communicates with various community and school boards; maintains professional relationships with their staff to keep up-to-date on schedules and events.     
  • Acts as a liaison for Principal with business associates, friends, vendors, non-profits, and other committees as requested. Communicates, on Principal’s behalf, with service vendors, household staff, various Boards, Foundation staff, and RDV Corporation staff on issues as needed.    
  • Maintains contact list for all business and personal contacts of Principal, ensuring they are accurate and up to date.  May assist with keeping social/business profiles updated.
  • Assists to manage special projects and events the Principal takes on, working closely with other team members and/or outside contacts as needed.
  • Maintains Principal’s household files and helps to keep her office organized.
  • May plan and assist for overall care and handling of the family dogs, including boarding, veterinarian appointments, grooming, etc.
  • Communicates with Principal regarding medical or prescription needs. Schedules medical appointments, ensures insurance is up-to-date, and requests prescription refills through doctor’s office and pharmacy. Tracks current prescriptions, picks up, and brings them to Principal.
  • Secures season tickets for the Principal for art, concerts, sporting events, and other venues. 
  • Assists with wardrobe planning, preparation, and ordering for the Principal.  Schedules shopping and other appointments related to the Principal’s wardrobe. 

Event Planning/Entertaining

  • Provides management over internal team that plans the various aspects of social and family parties/celebrations/events.  Works closely with the Family Assistant to ensure events are being coordinated and executed successfully.  
  • Ensures all event details are handled and assists when needed with invitations, securing venues, decorations, gift bags, catering, etc.  
  • In partnership with the Family Assistant, anticipates and plans ahead with brainstorming ideas to celebrate upcoming “milestone” events for the family (major anniversaries, birthdays, graduations, etc.). 

Christmas Planning/Organization

  • Maintains accurate Christmas card list and ensures timely addressing and mailing of cards.
  • Provides oversight over the internal team that plans and coordinates the various aspects of the Christmas season
  • In partnership with the Family Assistant, may help with suggesting gift ideas to Principal for approval for family, vendor gifts, staff gifts, and others as requested.  Ensures that items are purchased, wrapped, and delivered; assisting when needed.
  • Oversees the coordination of the holiday schedule and parties.   Works closely with Family Assistant to remain aware of the details of holiday events.

Financial

  • Maintains household checking account, reviews and manages petty cash accounts, and all household staff credit cards.   
  • Reviews Principal’s monthly credit card statements and submits receipts and explanation of purchases to RDV Corporation and/or Principal as needed.
  • Approves household and family invoices as appropriate (i.e. Christmas expenses, event expenses, medical expenses, memberships, etc.)

Shopping and Gift Giving

  • Provides oversight to various aspects of shopping duties and performs when necessary; runs errands as needed or delegates routine errands to others.  Works closely with Family Assistant to ensure all aspects of shopping and gift giving are completed successfully.  May perform returns and exchanges of various items.
  • Ensures that positive/professional relationships are maintained with all local vendors and personal family acquaintances.
  • Works with Family Assistant to coordinate gift giving for the family, may include ordering and/or purchasing gifts as indicated on gift calendar or per Principal’s request.  Also oversees the wrapping and distribution of gifts, providing hands-on assistance when necessary.  Follows up with Principal to let her know what was sent.
  • May assist with purchasing gifts for graduations, weddings, showers, births, etc.
  • Helps to maintain gift calendar and recommends gifting updates as necessary. 

Supervision

  • Directly supervises Family Assistant and Administrative Assistant.  Completes performance evaluations and provides feedback to Principal at evaluation/review time.  
  • Ensures Principal is aware of important issues which impact the efficient operations of the personal and administrative support services.
  • Works closely and communicates well with all other household staff on various projects as needed.
  • Tracks/approves work hours for submission to RDV Staffing payroll; approves all overtime hours.
  • Maintains Principal’s employee files; updates job descriptions as needed.
  • Works with Principal and RDV Corporation on all aspects of hiring employees as needed, including initial interviews of candidates.
  • Evaluates and makes recommendations for staffing requirements. 
Elements of Success
  • Excellent organization skills with ability to initiate, prioritize, follow through on projects, work independently and be self-directed.
  • Strives to ensure all duties and responsibilities are completed with exemplary attention to detail and the highest standards for all aspects requested.
  • Ability to see “big picture” and display foresight and perspective with the ability to anticipate needs and initiate projects accordingly.
  • Excellent teamwork skills, including the ability to work within a highly collaborative and supportive team environment.  Exercise commitment to working together effectively to contribute to a smooth-running household.
  • Excellent verbal and written communications skills; resourceful and assertive in gathering information to effectively communicate.
  • Good judgment and decision-making skills.
  • Proven record of leadership.
  • Ability to represent the Principal in a professional and gracious manner.  Ability to interact professionally and effectively with all levels of management and staff.
  • Proven ability to maintain high level of confidentiality.  Trustworthy and highly discreet, impeccable integrity and moral character.
  • Notary Public or willing to become a Notary.
  • Flexibility to work irregular hours on occasion. 
Education/Experience
  • Bachelor’s degree preferred. 
  • Five years of relevant work experience.
  • Previous management/supervisory experience required.
  • Previous event planning experience preferred.
  • High degree of proficiency in use of Word, Excel, Outlook, PowerPoint, technology, and the internet.
Essential Physical Demands
  • Ability to lift/transport boxes of approximately thirty (30) pounds, stoop, and bend.
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