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Senior Assistant & Office Manager
Summary
Title:Senior Assistant & Office Manager
ID:2618
Location:Grand Rapids, MI
Job Type :Full-time
Company:RDV Corporation
Description
The Opportunity
The Senior Assistant and Office Manager  will provide administrative support to the leadership team of the Wakestream IT department of RDV Corporation. This hands-on position will directly assist the Director of Wakestream IT by providing administrative support and completing special projects as assigned.  In addition, the Senior Assistant and Office Manager will provide support to the Wakestream IT staff and office by managing the day-to-day operations of the office space, creating an inviting, fun, and collaborative environment for employees, Family and guests.

Our Unique Benefits 
We are intentional about enriching our employment experiences through a unique blend of benefit offerings that include:
  • Robust health insurance options with competitive employer contributions.
  • 401k retirement plan with a generous employer match of up to 7.5%.
  • Paid time off programs including vacation time, sick time, and paid holidays.
  • Training reimbursement programs.
  • Discounted memberships to MVP Sportsplex.

What You'll Do

Senior Assistant:

  • Provide proactive assistance to the leadership team of the Wakestream IT department, including calendar management, project support, and meeting logistics.
  • Provides a bridge for smooth communication between the Wakestream IT department and internal departments, demonstrating leadership to maintain credibility, trust and support with senior management.
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
  • Exhibit foresight and initiative in recognizing potential problems, needs and/or inefficiencies, and pro-actively proposes alternative, creative, and innovative ways to best accomplish superior outcomes.
  • Manage the calendars of Wakestream IT’s leadership team and others as assigned including expediting and prioritizing the most critical appointments.
  • Perform a variety of administrative functions; prepare documents, reports, and memos; maintain existing files, perform data entry.
  • Assist leadership team in the planning and execution of team related functions.
  • Coordinate and maintain the on-call department schedule, stipend tracking and calendar.
  • Coordinate and maintain the department paid time off tracking and calendar updates.
  • Coordinate, setup and order lunches for meetings as needed.
  • Provide travel arrangement support as needed.
  • Maintain the Wakestream IT vendor contacts and other key contacts lists. Appropriately address and respond to inquiries and issues in a timely manner.
  • Provide support for special Wakestream IT department projects.

Office Manager

  • Primary liaison for customers and visitors to the office, ensuring guests to the space feel welcomed and comfortable.
  • Takes lead, in partnership with the leadership team, on planning and implementing office systems, policies, and procedures.
  • Manages scheduling for community spaces and meeting rooms.
  • Responsible for monitoring and procuring office and breakroom supply inventory.
  • Manages incoming and outgoing correspondence including packages and mail.
  • Leads the development and execution of an office budget.
  • Manages digital and hard copy office filings.
  • Supports large team meetings by ordering food, setting up the space, and taking meeting minutes (as necessary).
  • Maintain the department IT supply room and associated inventory.
  • Coordinate and maintain the Photo Booth calendar and props as needed. Coordinate facilities maintenance and follow up on requests.
  • Coordinate and maintain the expense report on the team’s designated purchasing credit card and manage the needed documentation.
  • Coordinate the department eBay account and related items for sale.
  • Coordinate the department equipment recycling.
  • Execute other receptionist tasks as needed.

What You'll Bring
  • Associate degree and a minimum of seven years administrative support experience required; professional office experience preferred.
  • Experience arranging complex travel preferred.
  • Experience with planning and coordinating small group and/or team events.
  • Must foster a team culture and set the tone for a welcoming environment for guests, vendors, and team members.
  • Must demonstrate strong facilitation skills, negotiation skills and the ability to document thoroughly.
  • Demonstrated excellent interpersonal and communication skills, both written and oral with the ability to interface with a diverse array of audiences and stakeholders.
  • Ability to handle multiple priorities and deadlines with exceptional attention to detail, organization, confidentiality, and follow through.
  • Demonstrated proficiency in the Google Suite and Microsoft Word, Outlook, Excel, and PowerPoint; database experience preferred.
  • Strong judgement and comfort-level working with confidential, sensitive, and proprietary information, as well as an uncompromised commitment to the highest level of confidentiality.
  • Must be able to lift/transport boxes of approximately thirty (30) pounds; stoop, bend, and climb steps and stairs.

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